What You'll Be Doing
Project Systems Administration:
* Implement, configure, and manage systems supporting tender and project documentation, including Tender Management Systems and Document Control Systems.
* Monitor and manage user access to ensure system security and data integrity is always maintained.
* Develop all internal and external user manuals for Tender Management and Document Controls systems.
* Build in-house capability and deliver training to project teams and contractors on Tender Management and Document Controls systems, including the correct use of relevant Procedures.
* Oversee compliance with vendor agreements, ensuring software usage aligns with contractual parameters, data governance, intended use and operational scope.
Document Control:
* Manage and coordinate all project document control functions including transmittals, correspondence, design documentation reviews, and RFI/Q&A processes in collaboration with the interfacing parties such as transmission & distribution network providers, tenderers, contractors, and technical advisors.
* Ensure the distribution of all project information/documentation including design and technical documentation to the relevant stakeholders is managed in an efficient manner and review comments are followed up and collated on time in order to aid an efficient review process.
* Provide input into the continuous improvement of document management practices including the Document Management Procedure.
* Promote and ensure adherence to the Document Management Procedure by all internal and external stakeholders.
* Maintain up-to-date document control work instructions and user manuals.
* Configure, manage, and monitor document approval workflows and ensure approvals are followed up and collated in a timely manner to aid an efficient review process.
General Project Coordination and Administration:
* Document and track project inputs, requirements, performance, and outputs through maintenance of project registers and alerting team members to items in a timely manner.
* Coordinate and document internal and external meetings, workshops, and events as required.
* Coordinate inputs into project reports in a timely manner.
* Provide expertise in information management and procedural knowledge across key workflows including design documentation management, commercial tendering, and evaluation frameworks.
Key Competencies & Attributes
* Maintain confidentiality, accuracy, and compliance across all systems and documentation.
* Ensure timely follow-up on all document reviews and approvals.
* Support project teams proactively and professionally.
What We're Looking For
* Demonstrated ability to perform effectively in fast-paced, high-pressure environments with competing priorities.
* Strong verbal and written communication skills, with the ability to engage confidently with internal and external stakeholders.
* Ability to train and support project teams and contractors in system use.
* High attention to detail and accuracy.
* Systems proficiency, especially MS Office & SharePoint.
* Willingness to learn, accept accountability, and consistently act with integrity.
Leniencies:
* Candidates from outside the sector may be considered where transferable capability is evident.
* Experience with Tender Management Systems and Document Control Systems.
* Candidates requiring training will be considered.
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