JOB SUMMARY

The successful candidate will help coordinate projects and provide expertise to ensure that adequate standardized services and procedures are available at all times to satisfy the needs of the Company's workload. Administers and expedites internal and external documents and drawings for assigned deliverables on projects. This position must also provide administrative support to project team members and all technical staff resources. 

ESSENTIAL FUNCTIONS OF THE JOB

• Operate and maintain systems for the collection, classification, retrieval and retention of records, images, documents, and information.
• Processes, tracks, reports, expedites, and archives client, project, and vendor documents.
• Appropriately identifies and categorizes documents.
• Ensures Document Control methods and procedures are sound and up to date, identifying changing needs through Client's requirements and/or relevant publications.
• Ensure a consistent approach is maintained on all projects, adapted to the minimum extent necessary to suit Client's and Company’s specific job requirements.
• Provides document controls assistance/support to the project management, engineering, and project controls teams as required for projects.

• Provide oversight of documents on projects; perform quality review of documents and other deliverables so that project specifications and standards are met.
• Prepare various management and project status reports.
• Ability to communicate with all levels of management, clients, and project team members to achieve project objectives.
• Receives and logs all deliverables into the document control system, then creates and distributes transmittals to the clients and project personnel as directed.
• Scan, image, organize and maintain documents/filing system, while adhering to the company’s document procedures.
• Maintain documentation log utilizing the Company’s system throughout the project.
• Records and monitors movements of documentation throughout the disciplines.
• Post documents/drawings to Project Webpage, FTP Site, SharePoint, etc.
• Work closely with project team members on the status of project documents.
• Develop and/or maintain documents such as meeting minutes, drawings, specifications, and approvals.
• Perform basic to advanced word processing, spreadsheet, and database assignments.
• Mail out and/or distribute documents, parcels, and other materials.
• Assists Project Managers with project plans to ensure timely and accurate production of project reports, both electronically and hard copy.
• Responsible for project file organization and computer based set up of electronic files.
• Manages weekly and monthly tasks such as: facilitating all project meetings and compiling and distributing reports and notes.
• Assists with the handling of records and documentation, including the preparation of internal and/or external distribution, on/off site archiving, indexing, cross referencing and destruction process.
• Flexibility and cooperation regarding the filling-in for coworkers during absences and the assistance to other coworkers with heavy workloads when required.
• Assist Project Managers in the development of and maintaining documents such as meeting minutes, drawings, specifications, approvals, and related items. Periodically, may be responsible for training employees on records management procedures and policies, which include documentation, retention, and retrieval, they also assist with file migrations and audits, and perform administrative tasks as needed.
• Experience in Microsoft Word templates, styles, and document setup.

OTHER DUTIES AND RESPONSIBILITIES OF THE JOB

• Composes letters and memos for engineering staff.
• Performs clerical duties as necessary including scanning, copying, creating spreadsheets, etc.
• Performs other duties as deemed necessary by the supervisor.
• Updates Client through Client accepted/sponsored software.
• Assist with preparation of bid packages.
• In addition to the accountabilities above, other responsibilities, tasks and deliverables may be assigned to the incumbent of this position.

OTHER SKILLS & ABILITIES

• Good interpersonal and communication skills with all levels of the EnSiteUSA organization and clients.
• Establish and maintain effective working relationships with clients and employees.
• Proven ability to work with minimal supervision.
• Promptly and efficiently react to project changes.
• Flexibility during times of change.
• Possesses oral and written communication skills required in order to effectively communicate with internal and external customers.
• Ability to multi-task and prioritize multiple deadlines.
• Reliable performance and attendance, ability to look for ways to do things better, faster, and more efficiently.
• Possesses creative thinking skills. 
• Follows Company Policies, Procedures and Regulatory Requirements without deviation.
• Must have strong attention for detail-oriented work and able to work with a high volume of documents in a fast-paced environment.
• Must be highly organized and process-oriented, excellent oral and written communications skills to interact with all levels of an organization, excellent listening skills, and be able to handle multiple requests while detailing document activity.
• Must be able to work independently and in a team environment, abilities to focus on a task and follow a precise process to the conclusion.
• Be self-auditing and have high quality standards, often working in a fast-paced and deadline driven environment.
• Dependable and trustworthy being in contact with complex and sensitive documents.
• The ability to work together with Client and other Contract representatives as part of a group.
• Excellent computer skills.

EXPERIENCE REQUIREMENTS

• At least 2 years' professional experience.
• Advanced knowledge of and proficient with MS Office projects (Excel, Project, Word, Access, and Outlook). Specifically, MS Word templates, styles, and formatting.

EDUCATION REQUIREMENTS

• Associate degree, preferred.

PHYSICAL REQUIREMENTS ESSENTIAL TO PERFORM THE FUNCTIONS OF THE JOB

• May be required to lift up to 30 lbs. If object is over 30 lbs., you are required to have written permission from your supervisor prior to lifting or moving the object.
• Frequent use of auditory, verbal, and visual capabilities in order to adequately communicate via phone, computer and in person.
• Frequent sitting for extended periods of time to carry out administrative functions.
• Frequent concentration for extended periods of time, paying attention to detail to analyze information.
• Frequent use of hands to operate the computer or office equipment.
• Seldom exposed to outside elements when attending external business functions.

*This position is on-site and located in Lexington, Kentucky. No relocation available at this time. 

Please note, we are not accepting inquiries or candidates from third party staffing agencies at this time. 

EnSiteUSA is an Equal Employment Opportunity (EEO) employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, genetics, disability, age or veteran status.