POSITION DESCRIPTION
1 - POSITION DETAILSPosition Title: / Document Controller/Team Assistant / Location: / Sydney
Reports to: / BIM Manager - David Foley / Job Family/Level: / Support / 1
FTE: / 1.0 / Contract Type: / Permanent
2 - POSITION DIMENSIONS
Budget Responsibilities:
Turnover (2013/2014): / $0
$0 / Payroll Budget:
Signing/Authority: / $0
$0
Direct Reports: / 0 / Indirect Reports: / 0
3 - ROLE PURPOSE
The incumbent will oversee the data management of the office, primarily responsible for the outgoing documents of all types, policing the electronic storage locations and recovering archival data.
In addition, incumbent will provide assistance to the Business Process and Management Systems activities, be responsible for pa support to the BIM Manager and provide word processing, administrative assistance and resource schedule management to the CAD team.
4 - MAJOR ACCOUNTABILITIES /
Key Result Area / Accountabilities / Performance Indicators /
Strategy / BIM Manager / Design Modelling Team Leader
§ Fulfil the role of Document Controller for the Sydney Office, through the provision of professional and confidential secretarial and administrative services.
Administration / § Strong communication and interpersonal skills to enable professional interaction with a range of people including PA, TA, Engineers and team senior executives and other employees.
§ Fulfil the role of PA and Team Assistant to the BIM Manager and the CAD team
§ Scheduling of CAD resourcing against upcoming projects
§ Minute taking and distribution
§ Organisation and attendance at internal meetings and tasks with follow-up
§ Photocopying, scanning and binding documents such as proposals, reports, specifications and drawings;
§ Diary Management
§ Vet incoming calls and action as necessary
§ Assist as required with major company functions eg: catering and invites
§ Other general Administration duties as required
§ Create and upload documentation through NDY CUBE
§ Create and develop Frame projects reviews for i:drive and the web
§ Regular Frame modifications and updates to team CV’s
§ Reception relief when required
Customer / § Some external liaison with Project Management portals in particular Aconex, Lend Lease Project Web or equivalents to obtain technical support.
Business Process / Outgoing Document Control Management
§ Logging of all required outgoing items into NDY CUBE and various other web based solutions;
§ Filing the electronic documents in appropriate places;
§ Running prints of drawings as requested;
§ Sweeping the V:\, T:\, and P:\ drives to capture incompletely processed documents and drawings;
§ Maintaining the QA records and developing modifications to the procedures as needed or as requested;
§ Maintaining and migrating the archive data, searching older records as needed;
§ Scanning and eventual removal of the compactus;
§ Using the Multi-Rename software to prepare drawing file names for upload to web portal sites;
§ Migrating the drawing database records into NDY CUBE and linking items on the P:\ drive;
§ Updating and repairing the script utilities for automated file movements;
§ Uploading to Aconex/Project Web/Email etc;
§ Creating transmittals (in or out of NDY CUBE); and
§ Coordinating with Team Assistants and Personal Assistants for support in selected items above during peak workload times.
§ Be a part of the Business Processes improvement committee to actively discuss, participate, suggest and drive continuous process improvements.
Financial / § Standard Timesheet and expenses submission in line with the NDY Sydney accounting timetable.
5- KEY WORKING RELATIONSHIPS
Internal / External / Team Memberships
§ BIM Manager - David Foley
§ Design Modelling Team Leaders - Craig Walker
§ Business Processes Director
§ Team Assistants & Personal Assistants - Sydney / § Electronic Project Management Portal Providers / § Administrative Team
§ Design Modelling Team
6- FREEDOM TO ACT
This position operates under the general direction of the BIM Manager within established policies, procedures and guidelines.
7- KEY CHALLENGES
§ Working autonomously and taking the initiative to drive issues to a conclusion.
§ Managing and prioritising varied and conflicting demands to meet agreed standards and timelines.
§ Proactive communications with TA/PA and Engineering Teams to ensure the timely availability of files so they can be uploaded promptly and efficiently.
§ Working with the Business Processes committee to drive improvements and efficiency gains.
8- QUALIFICATIONS, EXPERIENCE AND SKILLS
Qualifications
§ No formal qualifications required.
Experience
§ Minimum 3 year experience in an administrative position supporting multiple teams.
Skills
§ Strong communication and interpersonal skills to enable professional interaction with a range of people including PA, TA, Engineers and team senior executives and other employees.
§ Ability to work independently with little supervision on required tasks.
§ Ability to manage time and perform whilst maintaining quality of output.
§ Proficiency and familiarisation with Project Management portals in particular Aconex, Lend Lease Project Web or equivalents.
§ Well developed keyboard and computer skills with an advanced working knowledge of Microsoft Office, internet and email applications.
9-POTENTIAL CAREER PATHWAYS
Not applicable.
10- MANAGER APPROVALS
Name: David Foley / Signature: / Date:
11- EMPLOYEE APPROVALS
Name: / Signature: / Date:
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Document Controller Team Assistant July 2014 (2)