Project Administrator & Document Controller

This role provides effective and consistent administrative service and documentation management support to the project management team. The position requires the ability to work independently, take initiative, and collaborate with internal and external stakeholders. It requires good judgment, confidentiality, strong work ethic, a high degree of accountability, excellent organizational and information technology skills, and an understanding of how to work within complex projects environment. This position will report to the Project Manager.

What You Will Do

Responsibilities include, however not limited to:

General Secretarial/Clerical duties, which may include:

• Processing of invoices
• Purchase, Travel & Expense reconciliations
• Processing expense claims
• General ad hoc administrative tasks
• Calendar/diary management (applicable for PM and teaming sessions)
• Provide team member onboarding guidance and support.

Project documentation management, which may include:

• Establishes and implements policies and procedures regarding document storage, sharing, transmission, and destruction.
• Support problem solving in accessing electronic content.
• Ensures security of system and integrity of master documents by implementing document and system access rights and revision controls.
• Ensures company complies with applicable laws and regulations regarding data security and document management.
• Communicates and consults with other staff when assessing, acquiring, or deploying new electronic document management systems to ensure smooth transition and minimal disruption.
• Maintains current knowledge of best practices and developments in document management technologies and techniques through participation in professional organizations or conferences, attendance at meetings or workshops, participation in educational programs, and discussions with colleagues.
• Performs other related duties as assigned.

Minimum education required:

• Required: Bachelor’s degree
• Preferred: Advanced education or certifications such as (e.g. Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification)

Required experience and skills:

• Minimum of 5 years related working experience, especially on capital project management and document management.
• Strong Collaboration skills
• Previous experience supporting at director/manager level and supporting multiple people in a team environment.
• Advanced computer skills using electronic document management system, e.g. PIMS, TEAMS, SHAREPOINT, etc.
• Intermediate/Advanced level user experience of MS WORD, MS POWERPOINT, MS EXCEL, MS OUTLOOK.
• SAP experience: Expense Reports; Purchase Orders and Payment Requests; Vendor Add Forms.

What You Can Expect

• Work autonomously whilst being supported, encouraged and being part of a trusted Global Leading Pharmaceutical organization.
• Exposure to upskill and develop in your role.
• Flexibility and opening doors to other opportunities and skillsets.
• Joining a collaborative team of likeminded individuals
• Career Growth supported.