Project Coordinator & Document Controller (TSSSA) at Alstom

PURPOSE:

• Provide confidential, effective and professional service to the Director and Project Team
• Assist the Project Director and the Project Team to guarantee time efficiency, communication and organization.
• Provide support on any specific subjects linked to the activities of the department.

MAIN RESPONSABILITIES  

Documentation Management:

• Liaising with project team on a regular basis to obtain various information for the Project Director/s
• Compiling reports for Project reviews
• Track and manager the established project repository and data base evolution (Documentation Master List) including reference numbers generation.
• Establish and maintain the Electronic Documentation Management System
• Monitor the project/program documentation management KPI’s

Project & Administration Support

• Fully manage and launch PR/PO process via SAP/GSI
• Provide support in making PowerPoint presentations
• Prepare agendas for the meetings, write minutes
• Diary management for the team
• Travel arrangements and coordination of flights/hotel bookings/visa/advances
• Provide the necessary support to newcomers in the team
• Manage expenses sheets in the e-tools (team support)
• Managing and recording annual leave, birthdays of Project team
• Manage the office – reception of visitors, room allocation, post, invoices, lunches etc
• Arranging meetings – including room bookings, equipment, refreshments, etc

Line Manager Support

• Manage Travel claims

JOB LOCATION / MOBILITY

• Nigel Site, with some travel and/or missions (internal and external)

REQUIREMENTS

• Degree level or Equivalent in documentation
• IT skills – competent user of Word, Excel packages, Email, Internet. Good command of software (word, excel, PowerPoint, Outlook) and computer – advanced level
• Company’s intranet travel bookings (CWT)** for internal applicants
• Shorthand and Typing
• Senior Secretary course

EXPERIENCE

• Good knowledge of Alstom & other functional areas within the organization
• Basic knowledge of domestic market
• Flexible and the ability to multi task

COMPETENCIES & SKILLS

• Trustworthy / Confidential / Discretion
• Sense of urgency
• Autonomy, good sense of initiative and ability to anticipate and solve issues
• Quality rather than quantity service
• Reactivity
• Good relationship and communication skills
• Team-spirit and customer focused