Project Documentation Specialist

6 days ago

City Of Kwinana, Australia Michael Page Australia Full time
Job Description

**Project Documentation Specialist**

We are seeking a highly organized and detail-oriented Project Documentation Specialist to join our team at Michael Page Australia. As a key member of our project team, you will be responsible for ensuring the accuracy and completeness of project documentation, as well as providing administrative support to project managers and teams.

Key Responsibilities:
  • Document Control: Oversee all project documentation, ensuring system integrity, accurate formatting, and version control.
  • EDMS Management: Act as gatekeeper for the Electronic Document Management System (EDMS), managing document uploads, revisions, and transmittals.
  • Project Support: Support project and contractor teams to maintain documentation standards through construction, commissioning, and handover phases.
System Administration:
  • In-Eight Administration: Administer In-Eight and manage user profiles, security groups, and system settings.
  • System Configuration: Configure and update system procedures and documentation as needed.
  • Adobe Acrobat Pro Management: Assign and manage Adobe Acrobat Pro licenses and handle IT setup for new starters.
Work Flow and Approvals:
  • Approval Work Flows: Manage approval work flows for Non-Conformance Reports (NCRs), Requests for Information (RFIs), and Project Change Notices.
  • Review Processes: Coordinate review processes, track overdue reviews, and ensure timely completion.
Documentation and Reporting:
  • Status Reports: Provide weekly status reports for the Correspondence and Forms Register.
  • Contractor Folders: Maintain contractor folders on shared drives and follow up on documentation issues.
Project Support:
  • Project SharePoint: Administer Project SharePoint and manage KWUP Distribution Matrix.
  • HSE Support: Support HSE Manager with Safety Work Method Statements (SWMS), Risk Register, and HSE documentation compliance.
  • Commercial Support: Assist Commercial Manager with tender documentation and manage the KWUP Tenders Inbox.
Training and Assistance:
  • System Support: Provide system support and training for project personnel and contractors.
  • Document Control Queries: Act as point of contact for document control queries and system administration issues.

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