Project and Document Control Admin

Objective/Job Purpose:This position is responsible for providing administrative support for the company’s major projects and document management. This position will directly support the company’s Senior Management.This position is part of the Shared Corporate Service group serving both the Engineering and Process Systems and Systems and Industrial Fabrication business units.Duties and Responsibilities:Project Administrative ActivitiesManage project document distribution and filing systems, includes electronic and hard copy filesReceive, track, and expedite vendor data, including internal review and approval cyclesAssist with the creation of project reports, presentations, and other documentsAssist with the management of project databasesComplete other tasks on projects as assigned by company and project managersMaintain a current transmittal logsAssist with project travel reservations and expense reportsDocument/Contract ControlCreate and manage all existing and new proposals and projects in our tracking databaseCommunicate with stakeholders (accounting, project and business unit managers) and clientsMaintain complete status list of all open contractsAssist accounting with project invoicing for all open ordersOffice Management· Assist with general office management and support, including maintaining inventory and ordering office suppliesManage our office equipment leases and service contractsCommunicationParticipate in team and client meetingsAssist the PTI Project Managers and Controller with Project Reporting including time and task activity tracking and forecastingPROFESSIONAL QUALITIESClient and Coworker ExpectationBe ready to participate as needed in client and intra-company meetingsWork diligently to meet company and client expectationsCommunicate effectively with coworkers and management to identify needs and evaluate alternatives when neededContinually seek opportunities to increase customer satisfaction and strengthen client relationshipsLeadershipPerform daily activities with integrity and professionallyAssist and encourage coworkers to attain goals and pursue excellenceIdentify opportunities for improvement and make constructive suggestions for changeORGANIZATIONAL RESPONSIBILITIESInternal OperationsComply with and help to enforce standard policies and proceduresSuggest areas for improvement in internal processes along with possible solutionsParticipate on internal teams / task forces to develop new and improved operating processesQUALIFICATIONSMinimum QualificationsBachelor’s Degree or relevant experience5 years’ experience in document/contract control and/or project assistant; experience in a manufacturing or construction environment is a plusWorking knowledge of Microsoft Access or similar database or tracking systemsProficient with MS Office (Word, Excel, and Outlook)Strong written and oral communication and interpersonal skillsAbility to effectively prioritize and execute tasks in a high-risk / high-reward environment