Materials Controller/Administrator at Wood

Overview / Responsibilities

• Wood is currently recruiting for a Site Material Controller/Administrator for a Mining & Minerals project site in Rustenburg.

Key Responsibilties;

• Liaison with all project services disciplines and site personnel in coordinating site activities.
• Manage the screening/security, onboarding, medical, access and exit arrangements of all site personnel.
• Compile, maintain and issue onboarding and induction packages to new site personnel.
• Engage with the safety personnel on site with regards to safety results and reporting.
• Site administration duties includes document formatting, filing and organizing of site documentation, travel arrangements, diary management, minute taking of meetings on site.
• On time booking of all statutory courses and required training as per the Training Matrix including recording of personnel training records.
• Provide direct support to the Project Manager / Construction Manager on site by compiling and preparing all documents pertaining to the project.
• Support project teams in the preparation of documents in line with the Wood branding hub guidelines and templates and management system standards and processes.
• Perform any ‘adhoc’ administration duties as required by the Project Manager / Construction Manager.
• Maintain an up-to-date calendar on site visits, site personnel leave days and site meetings.
• Arrange and manage Site Accommodation for relative employees and submission of invoicing to Project Controls.
• Obtain quotations for site PPE and other site requirements, prepare purchase requisitions for approval and purchase order placement.
• Purchasing of all consumables and requirements for site.
• Manage and reconcile Petty Cash for submission to Project Controls.
• Report on the progress and status of site administration activities undertaken.

Document Management responsibilities

• Material Control responsibilities
• HSSE Responsibilities

General Responsibilities

Actively role model and promote the Wood plc values and Code of Business Conduct.

• Maintain electronic filing of site documentation in the prescribed Wood document collaboration and document management systems.
• Liaise with the Head Office Document Control on document management and control of information on site, including interface with SharePoint.
• Distribute documents on site according to the Project distribution matrix.
• Ensure document management requirements are clearly defined to site personnel..
• Receive and record all material/equipment delivered to the project store.
• Issue material/equipment to contractors with approved requisitions from the field supervisor.
• Report on the status of material receiving and issuance.
• Liaise with procurement and expediting group for co-ordination of expediting and delivery of material/equipment;
• Read, understand and obey the HSSE policies and procedures as issued.
• Provide administrative and coordination support to the site safety personnel including but not limited to ordering, registering and hand-out of PPE and record keeping of all HSSE site documentation.
• Always work in accordance with method statements and risk assessments as provided.
• Take care of your own health and safety whilst at work, and ensure your activities do not adversely affect the health and safety of others.
• Report all incidents which have or could result in personal injury or environmental damage to immediate supervisor, project manager and safety personnel on site.
• Daily follow up on results and reporting to the safety department;

Skills / Qualifications

Qualifications, Skills & Experience

• Grade 12 or equivalent qualification.
• Relevant secretial, administration and document control qualification or experience.
• Formal business administration or project management qualification or relevant experience.

Competencies and Personal Qualities

• 5 years of working experience as an Administrator and Materials Controller or Document Controller in a project environment, preferably in a site environment.
• Proven proficiency with Microsoft Office (Outlook, Word, and Excel) and Adobe.
• Proven proficiency in SharePoint 2010 and SharePoint online.
• Accurate typing, document formatting and proofreading.

Personal Qualities

• Well organised with the ability to manage multiple tasks and priorities simultaneously.
• Process orientated with high attention to detail.
• Good written and verbal communication skills with the ability to communicate with project team members at all levels.
• Highly motivated and a team player.