Purchasing administration support & Document Controller
View: 214
Update day: 21-03-2024
Category: Administrative / Clerical / Assistant IT - Hardware / Networking Information Technology Finance / Bank / Stock
Industry: Ressources humaines et recrutement
Job content
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 &
- 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
- 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,
- 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
- 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.
Deadline: 05-05-2024
Click to apply for free candidate
Report job
SIMILAR JOBS
-
⏰ 18-05-2024🌏 Thun, Bern BE
-
⏰ 18-05-2024🌏 Fribourg, Fribourg FR
-
⏰ 17-05-2024🌏 Fribourg, Fribourg FR
-
⏰ 15-05-2024🌏 Martigny, Valais VS
-
⏰ 15-05-2024🌏 Schaffhausen, Schaffhausen SH
-
⏰ 15-05-2024🌏 Genève, Genève GE
-
⏰ 14-05-2024🌏 Lucerne, Luzern LU
-
⏰ 14-05-2024🌏 Genève, Genève GE
-
⏰ 14-05-2024🌏 Lucerne, Luzern LU
-
⏰ 14-05-2024🌏 Schaffhausen, Schaffhausen SH