Document Controller/ O&m Assistant

4 days ago

Hanoi, Vietnam JUWI GmbH Full time

**Document Controller/ O&M Assistant (Maternity Replacement)**:
Hanoi, Vietnam

Work experience

Office, administration, processing
- For more than 25 years, JUWI has been a pioneer in the energy revolution. As a 100% subsidiary of MVV Energie AG, JUWI offers turnkey project development and Engineering, Procurement and Construction services as well as technical and commercial operations and maintenance for renewable energy plants. With around 1150 employees, more than 1,000 wind energy and over 1,800 PV systems implemented, JUWI has established itself as a major player in renewable energies.
In the EMEA region JUWI has European subsidiaries in Italy (Verona) and Greece (Athens) besides the wind and solar energy activities in home market Germany. From the subsidiary in South Africa (Cape Town) they particularly serve the Sub-Sahara markets with photovoltaic and wind projects. In the EMEA region (excluding Germany) JUWI has installed approximately 725 megawatts of solar capacity since 2007.
We are looking for you as a
**Document Controller/ O&M Assistant (Maternity Replacement)**: part time - limited

**Objectives**:

- This person is responsible for developing and maintaining the document control system requirements related to the project(s) which JUWI is responsible for. The role will provide administrative support to the operations, O&M & engineering teams which are delivering the project in the issuing of documents, storing documents and providing the guidelines in how documents are controlled using the adopted naming convention specific top the project.

**O & M Duties**:

- Maintain a schedule of O&M appointments and make arrangements for conferences and interviews.
- Responsible for preparing and maintaining all O&M maintenance employment documents, which include pre-employment forms, new employee packets, action sheets, and exit forms.
- Compile and report O&M time records, including leave requests and reports, review Overtime sheets, and prepare payroll on employees.
- Prepare correspondence, memorandums, forms, requisitions, and reports for O&M team.
- Maintains confidential database of all staff, assignments, hours, rates of pay, etc. Types and processes appropriate paperwork and submit to Human Resources and Payroll departments.
- Receives, verifies and codes all timesheets.
- Maintains departmental files, researches files as necessary to provide information. Maintains Master Task Calendar for department. Creates and maintains department procedures manual and handbooks.
- Supporting the project manager/construction manager with general office management and administration.

**Document Controlling**:

- Understand and define the client’s project engineering/technical specification
- Championing the use of Teambinder across the project team
- Establishing an efficient system for document control within the company and the project
- Managing incoming documents from supplier(s) and also all the design and engineering documents.
- Championing the use of Teambinder across the project team
- Establishing an efficient system for document control within the company and the project
- Managing incoming documents from supplier(s) and also all the design and engineering documents.
- Assist project engineers with the development and preparation of ITP, ITR and RFIs relevant to the project
- Support the project manager with regular project updates on project
- Familiarize with subcontractor QA plans, procedures and managing the conformance with project requirements
- Keep up-to-date files for all department employees.
- Assist and coordinate with Finance Team on the O&M Service invoicing and payments
- Maintain the O&M Petty Cash System as required

**General Duties**:
Assist Construction Manager/Project Manager in preparing daily progress report and weekly report.
Foster and develop a team spirit
Liaising with the project/O&M team to make sure all the documentation is captured, registered and communicated using transmittals.
Liaising with the project/O&M team in actively collating all information, test results, reports, ITP/ITC and any other documents associated to the QA/QC process
Participating in Reporting process when required

Assist as directed by the O&M Manager in maintaining accurate and up to date logs (Vendor/ Subcontractor, Purchase, Owner), and track responses and progress.

**Your Profile**:

- Construction exposure with 3 years’ experience
- Experience in establishing document control systems and processes using software EDMS such as (Teambinder, ProjectWise and Procore software or equivalent
- The ability to support project team members with administration, document control and QA requirements
- A team player with good English communication skills.
- Familiarity with the significance of document control and QA/QC requirements for technically complex projects

**Benefits of working for juwi**:

- Ability to shape technology innovation within juwi and influence solutions of the future.
- Inter

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