Job Description

Job Summary

We are seeking a skilled and meticulous Office Administrator/Eng. Doc Controller to join Global Engineering US office. The ideal candidate will be responsible for providing administrative support to ensure efficient office operation and manage and control all engineering Doc./DWG etc. that are related to the capital project. This role requires a proactive and detail-oriented individual with excellent communication skills and the ability to multitask effectively in a fast-paced environment.

Responsibilities:

Office Administration      
~ Greet visitors and direct them to the appropriate personnel.
~ Coordinate meetings, appointments, and conference room bookings, including scheduling, setup, and catering arrangements.
~ Assist with the preparation of presentations and other reports.
~ Maintain and update filing systems, databases, and project documentation to ensure accuracy and accessibility.
~ Process incoming and outgoing mail, packages, and deliveries, including sorting, distribution, and shipment coordination.
~ Order office supplies, equipment, and materials as needed, and ensure proper inventory management.
~ Assist with travel arrangements and accommodations for staff members and visiting clients or partners.
~ Coordinate office events, team-building activities, and celebrations to promote a positive work environment.
~ Collaborate with other departments, such as finance, HR, and procurement, to support cross-functional activities.
~ Assist with onboarding new employees, including preparing orientation materials and coordinating training schedules.
~ As a bookkeeper, track/monitor US office expending against budget.
~ Manage team?s training, coordinate with QA and other dept. to ensure each employee?s training is updated and record is properly maintained.
~ Aid employees who are on "mobility" program from oversea administration.

Engineering Document Control
~ Manage submittals in and out, including documents/ drawings and other correspondences between our office and equipment suppliers, service providers, construction company, and other vendors, assigning unique identifiers and metadata as necessary.
~ Coordinate the distribution of engineering documents to project team members, subcontractors, and other stakeholders in a timely manner and enforce access controls.
~ Review TOP for completeness and correctness before handing-over to C&Q team.
~ Maintain accurate version control for all engineering documents, ensuring the latest revisions are readily accessible while obsolete versions are properly archived.
~ Initiate Purchase Requests in the system to assist engineering procurement as needed.
~ Provide assistance to Project Control group by routing invoices for review and approval.

Qualifications:
~ Bachelor's degree in business administration, office management, Engineering or related field preferred.
~ Proven experience as an office administrator, administrative assistant, or similar role.
~ Proven experience in document control or records management.
~ Familiarity with document management systems and software, such as Procore, or similar platforms.
~ Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
~ Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
~ Strong interpersonal skills and the ability to communicate effectively with internal and external stakeholders.
~ Detail-oriented with a high level of accuracy in data entry and documentation.
~ Ability to work independently with minimal supervision and maintain confidentiality when handling sensitive information.
~ Professional demeanor and a positive attitude.

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