Project Administrator
DBM Vircon Services (India) Pvt. Ltd.
Total years of experience :12 years, 5 Months
• Provide day to day administration support to the Contracts Manager and Project Management Teams across all business streams / Divisions. Co-ordination of Project Start-up Plan. Carry out own actions and follow up outstanding actions of others. Actions will include follow up outstanding initiation requests to the client. Setting up the project in JMS under instruction from Project Manager. Filing all contract and proposal documents in JMS. Creating any initial project templates (reports) including Project Execution Plan templates. For detailed tasks referring to the Project Start up plans. Coordination of project specific requirements for all live projects in conjunction with Contracts Manager and Project Managers including but not limited by:
• Coordinate project review meetings including, room bookings, invites, equipment setup. Prepare relevant files and other information ahead of time for meetings including production meetings and client meetings. Attend meetings to record minutes and subsequent distribution of minutes.
• Establish Project Sponsor meetings and prepare all material, attend, take minutes and record meeting occurrence on register.
• Coordination of project commercial meetings including booking, preparation, minute taking and recording in agreed location.
• Assist in general project deliverables including specifications, Bill of Materials, project correspondence, Technical Queriess (TQs) / Request for Information (RFIs) and Shop Detailing Instructions (SDIs).
• Management of Notice of Change / Change Order Requests (NOCs / CORs). Maintaining a current register and ensuring NOCs / CORs estimates, and actuals are sent out in a timely manner.
• Responsible for Administration and lower-level technical matters including general and project specific issues.
• Manage project specific timesheet modifications.
• Project reporting and generation, formatting and coordination of formal client communication.
• Maintain project specific Communication Plans.
• Set up and assistance in maintenance of team manning charts and project progress schedules (EXCEL) where required.
• Monitor project systems setup to ensure accurate project data collection and invoicing.
• Support the invoicing process ensuring Project Managers are issuing invoices on a monthly basis. Be aware of client invoicing requirements and cut off deadlines and ensure invoices are accurate and timely for client payment.
• Coordination of Project Close Workflow:
• Monitoring the Project Closure Check List following up assigned administration activities.
• Closing the project files.
• Arrange meeting schedules of the Production Team, attend and record minutes including but not limited to:
• Weekly production meetings.
• DBM VIRCON Client representative meetings.
• Project specific meetings.
• Devising and maintaining office systems, including data management, filing etc.
• Be a key user and contact for the Operations section in relation to desktop office applications assistance.
# Ensuring all project related documents are in latest version and easily accessible.
# Responsible for Control/ Track/ Issue of complete project documentation such as Incoming and
Outgoing correspondence, Instructions, Manuals, Reports, Drawings, RFI, Letters, HSE Report,
Submittals and other forms of pertinent documents from the client and subcontractors.
# Maintaining document logs for correspondence (Incoming & Outgoing).
# Develop and maintain document control processes for the efficient management and recording all
documentations.
# Ensure that all the relevant Project documentation are registered / maintained in the Enterprise Content
Management System (ECM) and the same has been synchronized with Power BI.
# Understand and Manage Client EDMS system.
# Taking care of document submission using Extended ECM Software.
# Co-ordinating with Supply Chain Management for the Equipment Documentation submission to Client for
the final approval.
# Co-ordinating with the Client for necessary approvals.
# Creating Macro & Micro processes for Document Management.
# Ensuring quality formats being used adequately for correspondences, submittals, transmittals to clients,
consultants, subcontractors and within divisions and departments.
# Tracking the pending documents through weekly follow-up meeting.
# Regularly maintaining the documentation & collection reports and publish the reports on daily basis as per
the management requirement from to time.
# Collecting, Checking, Reconciling and publishing the data received from the CRM Team.
# Co-ordinating with Finance and Project team for daily collection and MIS Tableau reports.
# Co-ordinating with CRM, Sales, Pre-sales and HR team for audit related data and reports.
# Preparing evaluation reports for the entire department as per the top-management requirement.
# Co-ordinating with external banking audit team for CRM related audit report (MIS).
# Follow up with the Internal team to get an expected schedule for all pending documents.
# Co-ordinating with Project Management Team & other Internal Department for Document, MIS
related issues.
# Working with junior staff to ensure that Document Control & MIS Procedures are Understood &
Followed.
# Maintaining Customer Relation Management Related Files & Documents.
# In-charge of complete & full fledge Document Management System. Complete range of technical
documents like Drawings, Reports, Calculations, Technical Specification and Purchase requisition
generated from Design / Construction phase. This will be further used for As-built Documentation /
Final Handing Over.
# Controlling all Incoming & Outgoing Documents of entire project (H.S.E, Civil, MEP, QS, QA & QC).
Ensuring timely issuance & distribution of all the Documents with correct revisions to all parties as
mentioned in the project distribution matrix.
# Scheduling & attending Monthly / Fortnightly / Weekly review meetings with Project Directors,
HOD’s & Other’s.
# Ensuring timely distribution of all Quality related documents, Shop Drawings, Technical Documents,
Prequalification Documents, Specification, Work Inspections Request & Reports (WIR), RFI, Material
Approval Sheet, Sample Submittal, Material Inspection Request & Report (MIR), Test Report, NCR’s, Soil Investigation Report, Quotations, Payment Certificate, Safety Walkthrough Audit (SWTA), Quality Walkthrough Audit (QWTA) etc.
# Segregating & scanning all type of documents like drawings, tender documents, catalogue copies &
sample as per service, issue & receive Transmittal copy, MOM's, Consultant Invoice Bill's, Certificate
copy with track sheet, Design Change Report (DCR) with tracker, Labour Reports, Vendor Invoice
Bill’s, Technical Report & Documents, Safety Report etc.
# Responsible for receiving, circulating and recording all incoming and outgoing faxes, emails and hand
deliveries.
# Ensures proper document classification, sorting, filing and proper archiving.
# Co-coordinating with Embassy for emigration & other issues.
# Staff & Worker Recruitment.
# Salary Preparation of Staff & Worker.
# Maintain documentation for projects undertaken by Contracting Division making in use the project
numbering system for easy traceability and proper filing (soft and hard copy).
# Scheduling monthly visits to customers & generating Monthly Executive Report for all Projects.
# Producing reports as required by the management & other parties from to time.
# Maintaining MOM’s & following up for the Action Recorded.
# Ensuring all projects related Documents & Correspondence are available in Soft & Hard copy versions.
# Creating Macro & Micro processes for Document Management.
# Tracking the pending documents through weekly progress reports.
# Ensuring quality formats being used adequately for correspondences, submittals, transmittals to clients,
consultants, subcontractors and within divisions and departments.
# Scheduling Workshops & Training as per the approved calendar.
# Submissions & Maintaining file & register of Drawings, RFI’s, Transmittals, Vendor Invoice Bill, GRN, PO, SI, EI, MR, Bank Guarantees, WIR, MIR, Test Report, QWTA, SWTA, DPR, MPR, PPR, HSR,
E.B Bill’s, Mobile Bill’s, Travelling Tickets, Gate Pass etc.
# Preparing Local Purchase Order (LPO) after receiving the Material Requisition Form from concerned
staff and after receiving all quotation from suppliers.
# Co-ordinating with Internal Departments for Scheduling Meetings, Training, Workshop, Interviews etc.
# Keeping track of reviews that require approvals & other need from the Top Management & Ensuring
timely response.
# Uploading, downloading & maintaining FTP portal.