Control design documentation for the project/department
Maintain up-to-date records of the financial status of projects
Assist in the control of other documentation types as directed.
Liaise with project/department staff to achieve efficient data transmission, appropriate process alignment, and a high standard of service delivery
Provide support to staff in the Project Management Group and others, as required.
All clerical and administrative duties such as typing, transmittals, registering correspondence,
Updating quality records, filing, binding, scanning, copying, etc required of the role.
Support and liaise with members of the Project Management team to ensure processes and procedures are being implemented.
Through a process of training and self-learning, become familiar with the GHD document and job management systems.
Provide a full document control support role, including daily tasks such as
Expedite the review and approval of documentation, including engineering documents and drawings and vendor data, and procedures.
Plan, supervise, and record document flow to and from all necessary parties, including engineering and construction contractors, subcontractors, and the project office.
Write standard letters.
Update quality records.
Record and issue all incoming and outgoing project correspondence and contractual notices. On certain projects, this may include e-mails.
Issues transmittals and receipts concerning the documents in circulation.
Complete all necessary typing and filing as required. Develop familiarity with GHD DTC and understanding of required formatting and presentation of documents.
Financial reporting – project cost updates in spreadsheet format, tracking earned value, assistance with invoicing.
Program management – assistance with Suretrak programming
Assist with job management using PM tools (MS Access) for issues management and risk management
Document Preparation: Organize and prepare complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for special reports.
Cost Accounting: Evaluate costs and identify variances or opportunities to improve profitability for more senior colleagues.
Cost Calculation and Analysis: Prepare and analyze accurate costings for construction, maintenance, or improvement works. Will include calculations covering materials, quantities, and labor time.
Cost Price Calculation: Work independently to collate and analyze cost price and/or project data using data modeling tools and algorithms to calculate cost process and project estimates.
Personal Capability Building: Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.
Operational Compliance: Develop knowledge and understanding of the organization’s policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.
Cost Reduction: Contribute to reviewing costs, generate ideas for cost reduction, and contribute to the implementation of cost-saving initiatives.
Project Reporting and Review: Contribute to project and program reporting and review by organizing meetings and by preparing project and/or program papers (e.g., agendas, reports, and presentations).
