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Administrative Clerk

Description
Data Clerk ESSENTIAL DUTIES AND RESPONSIBILITIES
As a Document Control Clerk you will be responsible for providing assistance to Client in the performance of document/record organization, control, retention, and retrieval activities to support project management team in achieving the desired levels of quality as it pertains to the project.
REPORTING STRUCTURE
This position reports to the Operations Manager based in the Amelia, Louisiana office, USA TIS Construction division.
EXAMPLES OF WORK
Listed examples are illustrative and representative of the tasks required of this position and are not intended to be complete or exclusive.
  • Developing and/or implementing document management strategy and implementation plan
  • Establishing and/or implementing document control procedures and guidelines for project document control activities
  • Report to project management team
  • File and maintain all project documentation/records in an orderly fashion and ensure they are readily available to project
  • Maintain, update and ensure appropriate document distribution for issuance, review, and approval as needed
  • Prepare and issue document control reports, registers, etc as and when required
  • Assist project management team personnel with locating documentation needed
  • Advise Client of any problems, as they become evident


QUALITY SYSTEM
Co-operate in all matters relating to the proper functioning of the Company Quality System i.e. Internal Reviews, Audits etc. and to report, in a timely manner any errors or omissions found in the Company issued documentation (assignments, work instructions, specifications / standards, procedures etc.) or knowledge of customer dissatisfaction.
HEALTH SAFETY AND ENVIRONMENTAL SYSTEM
Be aware of company policies and procedures with respect to Health, Safety and Environmental issues with respect to office based and field personnel. Ensure the implementation of company policies / procedures and any applicable legislative regulations with respect to H S & E. Ensure the documented investigation and follow up of any reported incidents to a satisfactory conclusion.

REQUIRED QUALIFICATIONS
The ideal candidate will possess the following qualifications:
  • Prefer at least four (4) years experience with the documentation/records control and systems for multi-discipline project construction activities
  • Received high school/GED or higher education
  • Fluent in English (i.e. reading, writing, speaking, and comprehension)
  • Proficient in Microsoft Office.
  • Familiarity with email and internet communication systems.
  • Ability to work well with others, multi-task, and is detailed oriented.
  • onshore plant construction experience is preferred.

KNOWLEDGE, SKILLS and ABILITIES
  • Good interpersonal and demonstrated communication skills, both verbally and written.
  • Ability to motivate others and lead by example.
  • Ability to multi-task and work under time constraints is critical. Must have sense of urgency.
  • Must be self motivated with good organizational and time management skills.
  • High degree of personal integrity and the ability to collaborate with others.
  • Be aware of all Health and safety aspects when working on location.

Administrative Assistant
ESSENTIAL DUTIES AND RESPONSIBILITIES
As an Administrative Assistant you will be responsible for documenting and distributing all documents coming from client to be distributed to inspectors under the direction of the Office Manager and Operations Manager. Maintain and distribute client list, answer telephone and update resumes in the system.
REPORTING STRUCTURE
This position reports to the Office Manager based in the Amelia, Louisiana office, USA TIS Construction division.
EXAMPLES OF WORK
Listed examples are illustrative and representative of the tasks required of this position and are not intended to be complete or exclusive.
  • Review documents coming from Client to make sure the actual document is named correctly and has correct revision
  • Create file to be distributed to inspectors with correct documents needed for project
  • File hard copies of emails regarding POs
  • Create monthly CRM graph for Operations Manager
  • Answer phone lines and transfer calls to correct employee, take message if needed
  • Retrieve and distribute mail
  • Collect and copy timesheets for payroll from inspectors
  • Filing which includes Accounts Payable, Employee Expenses, Subcontractor invoice, Employee and Subcontractors personnel files, and inspection reports
  • Sorting inspection reports for invoicing
  • Entering timesheets in EVO
  • Cross training on Invoicing and Committing invoices in EVO
  • Opening new job numbers for inspectors when needed for new project or assignment number
  • Approving timesheets in EVO


QUALITY SYSTEM
Co-operate in all matters relating to the proper functioning of the Company Quality System i.e. Internal Reviews, Audits etc. and to report, in a timely manner any errors or omissions found in the Company issued documentation (assignments, work instructions, specifications / standards, procedures etc.) or knowledge of customer dissatisfaction.
HEALTH SAFETY AND ENVIRONMENTAL SYSTEM
Be aware of company policies and procedures with respect to Health, Safety and Environmental issues with respect to office based and field personnel. Ensure the implementation of company policies / procedures and any applicable legislative regulations with respect to H S & E. Ensure the documented investigation and follow up of any reported incidents to a satisfactory conclusion.
REQUIRED QUALIFICATIONS
The ideal candidate will possess the following qualifications:
  • Received high school/GED or higher education
  • Fluent in English (i.e. reading, writing, speaking, and comprehension)
  • Proficient in Microsoft Office.
  • Familiarity with email and internet communication systems.
  • Ability to work well with others, multi-task, and is detailed oriented.
  • onshore plant construction experience is preferred.

KNOWLEDGE, SKILLS and ABILITIES
  • Good interpersonal and demonstrated communication skills, both verbally and written.
  • Ability to motivate others and lead by example.
  • Ability to multi-task and work under time constraints is critical. Must have sense of urgency.
  • Must be self motivated with good organizational and time management skills.
  • High degree of personal integrity and the ability to collaborate with others.
  • Be aware of all Health and safety aspects when working on location.

This position outline is a general guideline and does not represent all encompassing details. The position assumes that the incumbent has both the mental and physical requirements to carry out the above defined duties.
Qualifications
REQUIRED QUALIFICATIONS
The ideal candidate will possess the following qualifications:
  • Prefer at least four (4) years experience with the documentation/records control and systems for multi-discipline project construction activities
  • Received high school/GED or higher education
  • Fluent in English (i.e. reading, writing, speaking, and comprehension)
  • Proficient in Microsoft Office.
  • Familiarity with email and internet communication systems.
  • Ability to work well with others, multi-task, and is detailed oriented.


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