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About the Role
The Project Support Administrator & Document Controller provides administrative, document control, and project systems support to the Project Engineering Group throughout the project lifecycle. This role helps ensure project information, documentation, and system data remain accurate, organized, and up to date, while supporting project processing activities within the ERP system.
Responsibilities
- Serve as the primary coordinator for project documentation and document control activities.
- Maintain project files and documentation within company document repositories, SharePoint, customer portals, and document management systems.
- Ensure all project documentation is correctly formatted, properly named, version controlled, approved, and distributed in accordance with company procedures.
- Manage technical submissions, drawings, O&M manuals, FAT reports, commissioning reports, warranty documentation, traceability records, and customer deliverables.
- Monitor document revisions and maintain document registers throughout the project lifecycle.
- Coordinate document reviews and approvals between Engineering, Project Management, customers, and other stakeholders.
- Archive project documentation in accordance with company requirements.
- Support the development and maintenance of document templates, standards, and document control procedures.
- Act as the primary point of contact for document-related inquiries from internal and external stakeholders.
- Support project administration activities within the ERP system.
- Create and maintain project records, project data, and project-related transactions within the ERP system.
- Process project updates, changes, status updates, and administrative transactions in accordance with company procedures.
- Ensure project information is aligned between ERP, project documentation, engineering records, and project schedules.
- Support project setup, execution, shipment readiness, and project closeout activities.
- Generate reports and project data to support project monitoring and decision-making.
- Work with Project Managers, Supply Chain, Manufacturing, Engineering, and Finance to resolve project administration issues.
- Assist with ERP process documentation, training materials, and continuous improvement initiatives.
- Support data integrity and accuracy across project systems and databases.
- Provide day-to-day project support to Project Managers and Project Engineers.
- Assist with project planning, scheduling, coordination, and tracking activities.
- Monitor project progress and communicate updates to stakeholders.
- Organize project meetings and maintain meeting action items.
- Support customer communication and project reporting activities.
- Assist with workload visibility and project status reporting through JIRA, Power BI, and related systems.
- Identify opportunities to improve document management processes, project administration workflows, and digital tools.
- Support lessons learned initiatives and standardization of project support activities.
- Participate in the implementation and enhancement of document management systems and project administration tools.
- Support compliance audits and quality initiatives related to project documentation and records management.
Requirements
- Proficiency in Microsoft Office and strong understanding of mechanical principles.
- Experience with electronic document management systems (EDMS).
- ERP System experience (Infor LN preferable but not essential)
- Experience with JIRA (preferable but not essential)
- Strong written and verbal communication skills, with the ability to effectively present information to diverse stakeholders.
- Ability to work independently and as part of a team.
- Ability to work on own initiative but also be a key member of a team.
- Ability to manage multiple tasks simultaneously and meet deadlines.
- Strong interpersonal skills and the ability to work in a team, managing relationships with key stakeholders including customers.
- Proven organizational and multitasking abilities.
- Detail-oriented, proactive and able to perform well under pressure.
Skills
- Microsoft Office
- Mechanical principles
- Electronic document management systems (EDMS)
- ERP System
- JIRA
- Communication
- Time Management
- Interpersonal skills
- Organizational abilities
- Multitasking abilities
Education Level
- Qualification in Business Administration, Information Management, or related field (preferred).
About the Company
- Imagine working at the forefront of innovation in fluid-flow technology, with over 1,400 colleagues across the globe, and contributing to a legacy of excellence that spans eight manufacturing facilities on four continents.
- Armstrong Fluid Technology is more than just a leader in our industry; we are a community of the brightest and most creative minds, driven by a shared mission to engineer the future and safeguard our planet.
- By joining us, you’ll become part of a global community dedicated to pushing the boundaries of fluid-flow technology.
- You’ll have endless opportunities to learn, grow, and make a significant impact on the world.
- Together, we'll build tomorrow’s solutions today.