Requisition ID:81301

Job Category:Engineering

Location:Johannesburg,Gauteng,South Africa

Join a company that is passionately committed to the pursuit of a better world through positive change. With more than 65 years of business and technical expertise in mining , energy , and infrastructure ,our 10,000 colleagues in 150 countries tirelessly work toward bettering the industries in which we operate. With practical solutions that are safe, innovative and sustainable, we think globally while acting locally.

Join our Project Delivery Group (PDG), a dynamic team of professionals passionately committed to world-class project delivery across the globe.With expertise in sustainable studies, asset building and operations, and industry-leading efficiencies, our best-in-class team leverages methodologies, governance and systems that are unparalleled in the engineering space. Are you looking for an opportunity to join a diverse group of professionals who are committed to remaining exceptional? We look forward to hearing from you.

Role Title:Office and Site Project Support Coordinator

Reports To: Project Support Group Lead

1. Summary

This is a support or intermediate role with at least 2-4 years experience in an engineering project

environment. The PSC must have a full understanding of the Hatch standards for document

management as defined in the Document Management Toolkit and outlined in project

procedures. Leadership and guidance in document management and other project duties is

provided by the project PSG lead and the project document manager.

The PSC coordinates document administration for Hatch engineering projects and other project

duties as requested by the PSG lead, document manager or the project services manager.

The PSC works directly with all project functional leads and functional users to provide support to

all users in the Hatch standard for project document management practices.

PSCs are responsible for assisting the project PSC lead in all document management activities

and other tasks as requested by the project document manager or project PSC lead.

The document management responsibilities, duties and reporting lines of a site PSC are the

same as the home office PSC.

2. Key Responsibilities

• formatting of all project documentation as defined in Hatch and project procedures

• ensuring correct global or project MS Word, Excel and PowerPoint templates are used in

document creation

• when requested, setting up small projects (generally FEL 1 and FEL 2 ) and proposals in the

EDMS according to Hatch standards

• assisting in compiling proposals with project managers as required

• storing of documents in the correct EDMS folders

• ensuring correct distribution of correspondence (including minutes, reports) to clients,

external parties, and project participants as defined in the project distribution matrix

• filing hard copy as required

• interacting with, understanding, and enforcing the needs of the client

• acting on client requests e.g. creating and using custom templates or using client numbering

systems

• assisting functional leads and groups in creating and updating organization charts,

developing work plans, adding data and extracting data from other project systems when

requested such as the reporting tool, engineering systems, project control’s systems

• updating project information and document management procedures as requested by the

PSG lead

• scanning hard copy documentation received from external parties or internal parties for input

to the EDMS

• auditing and reviewing document management attributes for consistency and preparation for

archiving at project completion

• comparing electronic and hard copy files to ensure each is complete and tracking missing

documentation and ensuring all documentation is recorded in the EDMS

• checking and tagging duplications as superseded or cancelled in iPas DM and hard copy

filing

• archiving hard copy documents as per regional and Hatch procedures

• scheduling and coordinating meetings

• planning and booking travel (where appropriate)

• translations of minutes of meetings, reports, correspondence, CVs for proposals when

required

• office management duties as required

• reception duties as required

• other data input or data management tasks as requested by the project.

3. Qualifications and Experience

Essential

• keyboarding: minimum 60 words/minute

• advanced level in the following applications:

• Outlook
• Word
• Excel
• PowerPoint
• Internet Explorer
• Adobe Acrobat
• WinZip

• competent in the use of office tools (copiers, scanners, fax machines, telephone systems)

• previous experience with document management systems and engineering process

• possesses excellent communication skills both oral and written

• can adapt to changes, multi-task, organize, and prioritize

• is detail-oriented

• needs little direction

• has a strong work ethic

• able to problem solve and negotiate difficult situations

• is resourceful and confident.

Preferred

• knowledge of invoicing process

• administrative experience in an engineering environment

Why join us?

• Work with great people to make a difference
• Collaborate on exciting projects to develop innovative solutions
• Top employer

What we offer you?

• Flexible work environment
• Long term career development
• Think globally, work locally

Don't meet every single requirement? You don't need to. At Hatch, we are building a diverse, inclusive workplace that fosters innovation. If you're interested in this role, we encourage you to apply even if your past experiences don't perfectly align with the skills we've listed.

We're committed to fostering a workforce that reflects the diversity of the communities in which we operate and serve. Hatch is an Equal Opportunity Employer that considers applicants without regard to age, race, color, national origin, citizenship, religion, creed, gender, sexual orientation, marital status, disability, or any other protected status. If you have any accommodation requirements, please let us know. We'll do our best to meet your needs in accordance with applicable local legislation.

In order to consider any application for employment, we will have to process your personal information.

A law, known as the Protection of Personal Information Act, 4 of 2013 (POPIA) provides that when one processes another's personal information, such collection, retention, dissemination and use of that person's personal information must be done in a lawful and transparent manner.

In order to give effect to this right, we are under a duty to provide you with a number of details pertaining to the processing of your personal information. These details are housed under the HatchHR Processing Noticewhich can be accessed and viewed on the Hatch website: https://www.hatch.com/About-Us/Privacy-Statement-South-Africa , whichHR Processing Noticewe request you kindly download and read.

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