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Jobinhalt

Your assignment

  • Manage and file relevant purchasing & project documents (new supplier qualification documents & account opening within SAP, letters & mail signature collection, e-mails, minutes, Purchasing Term &
Conditions, NDAs, NdF- Notifications for new Purchase Orders, interactions with Purchasing, Legal & Accounting departments, etc..)
  • Ensures that all members of the site team provide a complete document trail for their area opposable in case of dispute
  • Monitor the administrative fulfilment of parties obligations towards each other (including their subcontractors)
  • Ensures efficient and transparent follow-up of progress/costs/payments in order to allow Project Manager and
Owner to know exact progress and “ok for payment” status on a day to day basis.
  • Expedite the contractors progress measurement on contract documents, procedures, reporting
  • Expedite contractors documentation to ensure monitoring of project progress in order to allow Project Manager’s delays detection, management of the interface allowing adequate progress traceability.
  • Control, store and retrieve documents & related information regarding the project
  • Organise, record and follow all the documentation (hard & soft copies)-drawings, manuals, technical passports, and correspondence attached as submittal letter
  • Translates documents and other material from one language to another, in case
  • Liaise with Chief Engineers to ensure that available documentation on site is updated (latest revision)
  • Follow up the documentation preparation done by CBMI
  • Follow-up the preparation of the “as built” documentation required for the application of the operational permit

Duties:
  • Communicates with contractors, the project manager, the purchaser, and personnel as required
  • Ensures that confidentiality is maintained as appropriate
  • Store “incoming project documentation” and prepare “outgoing contract related letters” for project/site managers and project teams
  • Assists the Project Manager with invoice approval to ensure proper attention to release and bond adherence as well as other statutory declarations
  • Support to maintain the sense of trust with all contractors to ensure their concerns will be addressed so that the project schedule will not be compromised
  • Works closely with the Project Manager and Chief Engineers in order to obtain site progress inputs
  • Maintains close contact with the contractor’s team
  • Actively supports the Project Manager to follow and check the contractor’s progress status to support invoices with regards to contractual conditions and payment schedule by updating cost/invoice follow-up vs time schedule progress
  • Clarifies any open or unclear points to ensure transparency and accuracy
  • Prepares summary for monthly report regarding time schedule and cost/invoicing follow-up
  • Support Project Manager & CAPEX Administrator on the monitor and records of the Project expenses
  • Responsible for sending, receiving and recording all official documents(hard & soft copies)
  • Ensures that records of data & all the documentation such “as built” documentation are properly done by Project Team and Contractors (in particular purchasing-procurement deliverables: new supplier qualification documents & account opening within SAP, letters & mail signature collection, e-mails, minutes, Purchasing Term & Conditions,
NDAs, NdF- Notifications for new Purchase Orders, interactions with Purchasing, Legal & Accounting departments, etc.., correspondence, engineering documentation, process equipment related data including “as built”) - this includes the surveillance of the documentation management done by the equipment Contractors.
  • Follow the preparation of the documentation for the application of the operational permit (list of documents, follow up their completeness, etc)
  • Translates documents, correspondence, forms, and other written material from one language into another, in case
  • Dispatching documentation in/out.
  • Control the documents on the Internal Server

Your profile

  • Italian and English languages (fluent)
  • Previous experience in a purchasing department, inside a multinational company in Switzerland
  • Good computer skills of GSuite-MS Office software, document filing/measurability system implementation
  • Good analysing skills
- Strong ability to work within a team - communication skills
  • Coordination – organised, rigorous, serious, meticulous
  • Experienced in documentation management
  • Server ability communication skills

Interested?

PLEASE REGISTER YOURSELF AND UPLOAD YOUR CV AT OUR OFFICIAL WEBSITE: WWW.MANPOWER.CH, IN ORDER TO PROCESS YOUR APPLICATION.

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Frist: 05-05-2024

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