Project and Document Control Admin

EMRG; Plano (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

EMRG is seeking an organized Administrative Specialist to support major projects and document management. This role will back Senior Management and be part of Shared Corporate Service, serving Engineering and Process Systems and Systems and Industrial Fabrication units.

The candidate will manage project document distribution, assist with reports, databases, travel arrangements, and invoicing support, while maintaining effective communication with stakeholders and clients to ensure timely

Qualifications

• Bachelor’s Degree or relevant experience.
• 5 years’ experience in document/contract control and/or project assistant; experience in a manufacturing or construction environment is a plus
• Working knowledge of Microsoft Access or similar database or tracking systems
• Proficient with MS Office (Word, Excel, and Outlook)
• Strong written and oral communication and interpersonal skills
• Ability to effectively prioritize and execute tasks in a high-risk / high-reward environment

Responsibilities

• Manage project document distribution and filing systems, includes electronic and hard copy files
• Receive, track, and expedite vendor data, including internal review and approval cycles
• Assist with the creation of project reports, presentations, and other documents
• Assist with the management of project databases
• Complete other tasks on projects as assigned by company and project managers
• Assist with project travel reservations and expense reports
• Create and manage all existing and new proposals and projects in our tracking database
• Communicate with stakeholders (accounting, project and business unit managers) and clients
• Maintain complete status list of all open contracts
• Assist accounting with project invoicing for all open orders
• Office Management Assist with general office management and support, including maintaining inventory and ordering office supplies
• Manage our office equipment leases and service contracts
• Participation in team and client meetings
• Assist the PTI Project Managers and Controller with Project Reporting including time and task activity tracking and forecasting

Skills

Written and verbal communication

Interpersonal skills

Task prioritization

Team collaboration

Education

Bachelor’s Degree or relevant experience

Tools

Microsoft Access

MS Word

MS Excel

Outlook

Job description

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 Activities

• Manage project document distribution and filing systems, includes electronic and hard copy files
• Receive, track, and expedite vendor data, including internal review and approval cycles
• Assist with the creation of project reports, presentations, and other documents
• Assist with the management of project databases
• Complete other tasks on projects as assigned by company and project managers
• Assist with project travel reservations and expense reports

Document/Contract Control

• Create and manage all existing and new proposals and projects in our tracking database
• Communicate with stakeholders (accounting, project and business unit managers) and clients
• Maintain complete status list of all open contracts
• Assist accounting with project invoicing for all open orders

Office Management Assist with general office management and support, including maintaining inventory and ordering office supplies

• Manage our office equipment leases and service contracts

Communication

• Participate in team and client meetings
• Assist the PTI Project Managers and Controller with Project Reporting including time and task activity tracking and forecasting

PROFESSIONAL QUALITIESClient and Coworker Expectation

• Be ready to participate as needed in client and intra-company meetings
• Work diligently to meet company and client expectations
• Communicate effectively with coworkers and management to identify needs and evaluate alternatives when needed
• Continually seek opportunities to increase customer satisfaction and strengthen client relationships

Leadership

• Perform daily activities with integrity and professionally
• Assist and encourage coworkers to attain goals and pursue excellence
• Identify opportunities for improvement and make constructive suggestions for change

ORGANIZATIONAL RESPONSIBILITIESInternal Operations

• Comply with and help to enforce standard policies and procedures
• Suggest areas for improvement in internal processes along with possible solutions
• Participate on internal teams / task forces to develop new and improved operating processes

QUALIFICATIONSMinimum Qualifications

• Bachelor’s Degree or relevant experience
• 5 years’ experience in document/contract control and/or project assistant; experience in a manufacturing or construction environment is a plus
• Working knowledge of Microsoft Access or similar database or tracking systems
• Proficient with MS Office (Word, Excel, and Outlook)
• Strong written and oral communication and interpersonal skills
• Ability to effectively prioritize and execute tasks in a high-risk / high-reward environment