Administrative Assistant / Document Controller

Job Description

Overview / Responsibilities

Amec Foster Wheeler has an opportunity for an Administrative Assistant / Document Controller at our Guam office located at Andersen Air Force Base. Reporting to the Quality Control Manager, this position has overall responsibility for providing and coordinating administration functions across one or more projects

Key Responsibilities:

• Good understanding of office administration processes and practices
• Ability to interface and interact with Management and Client Representatives at all levels
• Experienced in the production of detailed documents/reports
• Produce reports on documentation and progress as requested
• Ensure that hard copy and electronic record files as required are maintained in good order to comply with QA requirements
• Contribute to compilation of final project dossiers, as-built portfolios and archiving
• Liaising and providing administrative assistance to the Project and Quality Control Managers, as well as all team members, as required
• Create and provide monthly reports as required
• Arrange meetings and record minutes when required
• Liaise with client for the submission of quality control documents and permits
• Maintain accurate filing system for project letters, reports, etc.
• Preparing spreadsheet(s) and maintaining databases and logs, as required by the Project
• Administrating and maintaining SharePoint, Project Workspaces, Project Drives and hard copy file systems as required
• Maintaining consistency in project documentation for format and content, including editing and proofreading documents
• Monitor progress of in-house and Client reviews of technical data
• Where required, input progress information (received from discipline engineers) at regular intervals as specified by the project)
• Ensure master drawing files are kept up to date with latest revision
• Ensure that stationery levels are maintained

• Minimum 5 years’ experience working on construction or similar projects in an administrative / document control role
• Advanced computer and word processing skills using MS Office applications including SharePoint
• Excellent interpersonal, written and verbal communication skills
• Ability to coordinate several high-priority deadlines simultaneously
• Ability to demonstrate flexibility when dealing with changing priorities
• Excellent organizational & prioritizing skills with the ability to multitask
• Exhibit an extremely high level of professionalism and superior attention to details
• Exceptional client relations and customer service skills
• Able to demonstrate sense of initiative and ownership
• Aptitude to exercise foresight as well as good business judgment to anticipate and solve problems with minimal oversight
• Energetic, self-motivated and quick to learn with a focus on continuous improvement
• Ability to work in a team or independently in a multi-disciplinary team environment
• Maintain confidentiality at all times

About the Organization

Amec Foster Wheeler (www.amecfw.com) designs, delivers and maintains strategic and complex assets for its customers across the global energy and related sectors.

With pro-forma 2014 annualized scope revenues of £5.5 billion and over 40,000 people in more than 55 countries, the company operates across the whole of the oil and gas industry – from production through to refining, processing and distribution of derivative products – and in the mining, clean energy, power generation, pharma, environment and infrastructure markets.

Amec Foster Wheeler shares are publicly traded on the London Stock Exchange and its American Depositary Shares are traded on the New York Stock Exchange. Both trade under the ticker AMFW.

Our Environment & Infrastructure business is a leading environment and infrastructure, engineering, consulting and project management organization with about 150 offices and close to 5,300 employees worldwide. Our team of professionals provides a full range of services to clients in a wide range of sectors including government services, clean energy, industrial/commercial, water, transportation/infrastructure, mining and oil & gas.

We offer competitive salaries along with a complete benefits package including: medical, vision, & dental coverage, 401K Matching, Educational Reimbursement, and a variety of Training and Development Programs to help you develop the skills you need to succeed in your chosen career path. Additional information can be obtained from our website at www.amecfw.com.

We are an equal opportunity employer that recognizes the value of a diverse workforce. All qualified individuals will receive consideration for employment without regard to race, color, age, religion, gender, national origin, sexual orientation, gender identity, disability and/or protected veteran status in accordance with governing laws.

By submitting your resume, you consent to Amec Foster Wheeler Americas Limited sharing this information within its divisions in order to identify other employment opportunities for which you may be suitable.