Project Documentation Specialist

1 week ago

Karratha, Australia beBeeDocumentation Full time $100,000 - $150,000

Job Overview

We are seeking a highly organized and detail-oriented Project Documentation Specialist to join our team. This role will play a crucial part in supporting project managers, team members, stakeholders, and external entities to ensure timely updates of project documents.

Main Responsibilities:

  • Act as a key liaison between the project manager, team members, stakeholders, and external entities to facilitate alignment and timely updates;
  • Create, organize, distribute, and maintain project documentation and records, including progress reports and final handover packages;
  • Manage project schedules, monitor progress, and assist in developing project plans, deadlines, and outcomes;
  • Support the definition and implementation of the Project Document Management Process, ensuring compliance with internal procedures and client requirements;
  • Monitor the Client Approval Process and manage timely document submissions, maintaining a comprehensive Document Register and Master Data List;
  • Oversee setup and continuous monitoring of project progress calculations, workflows, document lists, and internal distributions;
  • Provide Help Desk support and training to team members on Document Management Tools;
  • Ensure proper document linking to project activities, purchase requests/orders, and plant structures, verifying formal correctness and metadata integrity;
  • Support the Project Manager and Risk Owners in identifying and managing project risks and opportunities;
  • Assist in organizing and controlling project reports, contractual documents, and template uploads within the document control systems;
  • Transfer, preserve, and maintain document management knowledge across teams, promoting best practices and ensuring methodology compliance throughout the project lifecycle;
  • Provide essential administrative and organizational support to ensure smooth and efficient execution of projects.

Requirements:

  • Education: Bachelor/Diploma in a relevant discipline;
  • Background: Minimum 5 years of experience in project administration, project control, or document control roles;
  • Technical Knowledge: Proficiency in project management software, Microsoft Office Suite, and other relevant tools.

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