Location: Gaborone,
Company: Hatch
Requisition ID: 17908
WE ARE STILL MAKING CVs FOR P100. COVER LETTERS FOR P50
Pay with FNB EWallet to 76981238 or Orange Money on number 76981238
Whatsapp us on +26776981238
JOIN US ON OUR WHATSAPP CHANNEL HERE
Job Category: Administration/Support
Location: Gaborone
With over six decades of business and technical experience in the mining, energy, and infrastructure sectors, we understand that challenges are changing rapidly in every industry. We respond quickly with solutions that are smarter, more efficient, and innovative. We draw upon our 9,000 staff with experience in over 150 countries to challenge the status quo and create positive change for our clients, our employees, and the communities we serve.
Document Controller / Project Support Coordinator
A position has become available for a Document Controller / Project Support Coordinator to provide document control and general administrative support within the Botswana Office and various project sites.
Document Control Responsibilities
Document controllers are responsible for ensuring the current approved revisions of controlled documents are available to the project in the EDMS and providing accurate meta-data for document status reporting. Under direction of the lead document controller, they are responsible for executing the documentation handover when, and as agreed with the client.
Document controllers are responsible for understanding:
- The various project phases and the deliverables produced
- The document control processes and the relationship with other project groups
- The different types of deliverables, controlled and uncontrolled documents and how to classify them in the EDMS
- The procurement bidding cycle and supporting document control processes
- Uploading engineering design cycle processing requirements and the vendor/contract submission cycle and processing requirements
- The commissioning and construction phases including field mark-ups and document control involvement
- The document control quality check requirement for documents being processed
- Allocating deliverable document numbers as required
- Registering and classifying deliverables and other documents as required in the EDMS
- Managing versions and revisions in the EDMS
- Transmitting deliverables and other documents as instructed by project leads
- Providing reports from the EDMS such as the engineering status and vendor/contractor document submission status, engineering progress measurement, review cycles and assisting in expediting internal reviews
- Managing the EDMS portals for transmitting, receiving and distributing documents to external users
- Auditing meta-data in the EDMS to ensure accurate reporting available
- Printing, filing, copying, scanning and CD/DVD burning etc. as required
- Ensuring the 24-hour turnaround of requests into document control
- Participating in other project document control initiatives and data management tasks
- If project hard copy filing for controlled documents is required, assisting the lead document controller in setting up hard copy filing and maintaining hard copy filing.
PSC Responsibilities
- Managing the diary of the Director (other Senior Managers)
- Coordination of meetings (venue, logistics, refreshments) on request
- Minute taking (typing and distribution of meeting minutes)
- Provide overall office support (facilities / finance / general administration as required)
- Coordination and execution and of travel arrangement
- Managing of the office filing structure
- Ensuring all relevant documentation is filed in hard copy and electronic copy
- Maintaining the folder structure on the electronic filing system
- Assisting with the drafting of letters, memos, reports, etc.
- Formatting and quality checking of all documentation according to Hatch templates, standards and procedures
- Presentation layout and design, including PowerPoint slide generation
- Ensure all documentation is routed through the correct Document Management process
- Liaison with clients and all service providers and Hatch employees in various locations
- Coordination of the expense claims of the team
- Assisting with the Document Management process
- Receptionist duties (receiving visitors / access cards etc.)
- Answering of office telephones
- Assisting with the onboarding of new employees
Essential Requirements:
- 5 – 8 years experience in a related environment
- Working knowledge in Microsoft Office Applications, Adobe Acrobat, file management tools e.g. Explorer and WinZip and demonstrated ability to learn other software tools
- Project document controllers require previous document control experience in an engineering project environment (including Vendor/Contractor documentation)
- Proven written and verbal communication/interpersonal skills to build relationships with the immediate and remote team members.
- Typing speed at least 60 wpm
- Diploma or Degree ( preferable)
- Attention to detail,
- Good problem solving / Conflict management skills
- Good organisational skills
- Ability to work under pressure
- Ability to work independently
We are committed to fostering a workforce in each of our locations that reflects the diversity of the communities in which we operate. Hatch is an Equal Opportunity Employer that considers employment applicants without regard to age, race, colour, national origin, citizenship, religion, creed, sex, sexual orientation, marital status, disability or any other protected status. If you have any special needs requirements, please let us know. We will do our utmost to accommodate, in accordance with applicable local legislation.
CLICK HERE TO APPLY ONLINE
- This job has expired!
Related Jobs
New Job Alert
Never miss a chance!
Let us know your job expectations, so we can find you jobs better!
View tenders on tendersbotswana.co.bw
Job Location
- Botswana (158)
- Gaborone (141)
- Gaborone, Botswana (75)
- Francistown, Botswana (10)
- Letlhakane, Botswana (8)