Brainhunter

Brainhunter is currently seeking “Document Controls Resource” to work for our valued Client in Cambridge, Ontario. It’s a two - year contract with potential to extend.

This individual will primarily focus upon general office administration duties and controlling all documentation generated from the Owner Surveillance and Construction Oversight efforts by the PMO during the fabrication and testing phase of the Standpipe and Bunkers Waste Retrieval System (SBWRS).Project documentation records to update and maintain will include: Action lists, daily/weekly updates, performance reports, risk management plan, testing plans and reports, a baseline schedule, meeting minutes, contractor progress reports, non-conformance reports (NCR), requests for Information forms (RFI), cost and schedule variance reports, filing documents in ATOM and Vault and various technical documentation and drawings.  

Qualification:

Education

• Secondary School Graduation. Post-secondary training requested.

Experience

• Approximately four to seven years related experience.  Preferred candidates will have experience as a branch or divisional administrative assistant.

Abilities and Skills

• Excellent interpersonal, written and oral communication and time management skills are essential.
• Exhibit a great deal of initiative and common sense.
• Demonstrate tact, diplomacy, trust and discretion in handling of sensitive and confidential information.
• Must possess good knowledge of the correct usage, spelling, and punctuation of English, and must be highly experienced and proficient in editing and handling of documents.
• Advanced knowledge of Microsoft Office Products (Word, Outlook, PowerPoint, Excel) is required
• Must be a responsible, well-organized, and reliable individual, who is highly motivated, and possesses a professional attitude.  Dependable and willing to work to tight schedules and, on occasion, extra hours.

Job/Industry Specific Knowledge

• Should have knowledge of CNL’s business systems: Oracle, Management and Financial Report Centre, TRAK/ATOM, Action Tracking and myCNL Webpage.
• Should have working knowledge of CNL’s Formal/Informal Document Template and Forms; quick turn-around in the production of documents is essential; experience in Document Control would be a definite asset.
• Should have knowledge of CNL procedures, processes, practices and policies and best practices in administration

Functions and Responsibilities

Functions and responsibilities include but are not limited to the following: Act as liaison between the Project Control Manager and their direct reports, both in requesting and in distributing information, and assisting staff and others as required in the preparation of high-quality materials, i.e., composing, formatting and issuing correspondence, participating in the operation and maintenance of recordkeeping systems (both electronic and hard-copy), and purchasing office supplies and other materials using Oracle. Provide administrative information and assistance in improving and implementing processes in order to meet PMO objectives.  Have the ability to work well under pressure and to effectively and successfully manage priorities to meet tight deadlines. Coordinate and draft various reports, e.g., Weekly Status Report, Monthly/Quarterly Variance Reports, Quarterly Performance Report and Risk Management Plan (semi-annually). Maintain department and electronic filing systems; manage public folders and shared areas.  Maintain several mailing lists. Facilitate staffing issues, handling sensitive and confidential information. Provide support in tracking financial data against budget for the Project for analyses by the Director/Manager.  Attend Project meetings to record and distribute Minutes in a timely fashion and follows up on actions arising from the meetings. Help organize time, i.e., arrange/maintain schedules of meetings, maintain MS Outlook Calendar, arrange travel, schedule appointments, arrange teleconferences and videoconference meetings, assist in the preparation of presentation material and in the setup of equipment, coordinate external meetings, etc. Organize, prioritize, assemble, edit and format technical reports, presentations and documents to make them consistent; obtaining reviews and signatures as required; expedite these, when required, to customers before the established deadlines. Coordinate and monitor Project workflows to ensure that established processes, practices, policies and procedures are adhered to.  Act independently and with Project staff to identify, analyze and resolve issues with Project related processes. Query and prepare various reports of some complexity in support of the Project Manager and Staff. Monitor and coordinate employee leave, training activities and records. General office duties including typing, photocopying, maintaining office equipment, restocking of supply cupboards, scanning, booking conference rooms, arranging catering, etc. Support Project recruitment efforts, on boarding new employees and handling sensitive and confidential information. Assist in the preparation and assembly of a variety of briefing material, assessments and records of a confidential nature, from drafts, but in many cases, from previous knowledge of what is required and on own initiative. Undertake special assignments on behalf of the SBMRS Project, such as organization of meetings and workshops with both internal and external participants. Other duties as assigned

Relationships (Internal & External)

Internal Relationships Able to work well in team environments and independently External Relationships Be able to coordinate effective with external personnel to arrange for meetings, workshops, etc.

Level of Decision Making

Financial Decision Making Make conscientious purchasing decisions for office related support. Strategic Decision Making Organize and prioritize work to facilitate project deadlines

Problem Solving

Demonstrated ability to use initiative and apply judgment in an environment of changing and often conflicting priorities

Leadership of Self and Others

Must be team oriented and have demonstrated the ability to effectively interface with other groups internal and external, and promote a positive work environment. Able to work independently under minimal supervision and establish own priorities to meet conflicting deadlines.

Effort and Working Conditions

Physical and Sensory Demands Able to perform normal office style work: typing, filing, stocking supplies, etc. Working Environment Work will primarily be in an office setting. Some work may be required to attend external meetings at subcontractor or other offices.

How to Apply: Please email your resume to Reema Kaur at reema.kaur@brainhunter.com

We thank all applicants for their interest, however only those candidates shortlisted for next steps will  be contacted.