Technical Assistant and Documents Controller

Job Description

Provides technical and administrative support to Maintenance Department by managing documents, reports, drawings, and records.  Ensures proper document control, accurate record keeping, and timely coordination of project-related information.

Primary Duties and Responsibilities

Technical Function

• Assist Maintenance Manager in preparing technical reports, presentations, and project documentation.
• Assist Maintenance Manager in conducting regular site inspections to monitor repair progress, quality of work, and compliance with approved work methodologies.
• Assist and support the Maintenance Manager in the planning, coordination, implementation, and monitoring of road maintenance and rehabilitation works.
• Document site conditions through inspection reports, photographs, and field notes.
• Assist in the preparation of technical reports, weekly reports, and project presentations.
• Develops, updates, and maintains shop drawings and as-built drawings based on approved plans and actual site conditions.
• Monitor monthly utility usage trends and identify unusual increases or variances.

Document Control Functions

• Responsible for managing all company documents while also ensuring their accuracy, quality and integrity (e.g. manuals, operational procedures).
• Responsible for coordinating with all departments of the company in order to assure that all documents are kept in the right place and in the right department file archive.
• Design, edit and control of all MCX official forms.
• Keeps track of all company records by looking through both hard files and computer database files on a regular basis.
• Provides general administrative support to Maintenance Manager.
• Ensures that the company’s standard operating procedures in submissions of documents is effectively followed.
• Drafting and sending standard letters on behalf of the Maintenance Manager.
• Work permit application coordination for approving signatories.
• Filing and archiving of Traffic Control’s important related records (including Incident Reports, Work Order, etc )
• Compiles and record electronic copy and hard copy (if available) of important business-related letters, received and transmitted.
• Compiles and control MCX related forms and procedures.
• Monitoring the status of Maintenance Department’s Purchase Requisitions.
• CD burning of all government reports.
• Printing, laminating and issuance of temporary company IDs and Facilities Pass.
• In the absence of Senior Administrative Officer, attends to the urgent duties that may arise.
• Performs other administrative duties that may be assigned.

To Maintenance Manager

• Preparation and consolidation of reports (Weekly KPI & O&M, Monthly DPWH and Safety TRB Reports).
• Filing incoming and outgoing documents / mail (if applicable) for the Maintenance Manager.

To Operations Adviser

• In the absence of the Senior Administrative Officer, acts as replacement to assist Operations Adviser.

To Operations Manager

• Accommodate some requests of OM in office works (e.g. scanning, filing of transmitted documents)

Qualifications

• Must possess at least a Bachelor’s /College Degree in Civil Engineering.
• Proficiency in Microsoft applications e.g. Word, Excel and Outlook and PowerPoint
• Good verbal and written communication skills