Project Support Coordinator at Hatch

About Job 

With over six decades of business and technical experience in the mining, energy, and infrastructure sectors, we understand that challenges are changing rapidly in every industry. We respond quickly with solutions that are smarter, more efficient, and innovative. We draw upon our 9,000 staff with experience in over 150 countries to challenge the status quo and create positive change for our clients, our employees, and the communities we serve.

 
 Looking to take the next step in your career? Hatch is currently seeking a Project Support Coordinator to join our Project Delivery Group (PDG), Shared Services Team in Johannesburg. 

PDG helps clients reach their business goals through a range of strong technical capabilities. We ensure world-class project delivery through the skills of our people, methodologies, governance, and systems. Our engineering and project management and construction disciplines ensure safe, efficient, and sustainable delivery of projects globally across the metals and mining, infrastructure, and energy sectors.  

We manage our clients’ entire project lifecycle from studies to building assets, operating the assets, and developing efficiencies. Join our team and become part of a community that strives for positive change–providing the best solutions for our clients’ toughest challenges!   

 As a successful candidate, you will: 

• Be a support or intermediate role with at least 2-4 years' experience in an engineering project environment.  

• The PSC must have a full understanding of the Hatch standards for document management as defined in the Document Management Toolkit and outlined in project procedures.  

• Leadership and guidance in document management and other project duties is provided by the project PSG lead and the project document manager.  

• The PSC coordinates document administration for Hatch engineering projects and other project duties as requested by the PSG lead, document manager or the project services manager.  

• The PSC works directly with all project functional leads and functional users to provide support to all users in the Hatch standard for project document management practices. PSCs are responsible for assisting the project PSC lead in all document management activities and other tasks as requested by the project document manager or project PSC lead.  

• The document management responsibilities, duties and reporting lines of a site PSC are the same as the home office PSC. 

Be responsible for ensuring: 

• formatting of all project documentation as defined in Hatch and project procedures  
• ensuring correct global or project MS Word, Excel and PowerPoint templates are used in document creation  
• when requested, setting up small projects (generally FEL 1 and FEL 2) and proposals in the EDMS according to Hatch standards  
• assisting in compiling proposals with project managers as required  
• storing of documents in the correct EDMS folders  
• ensuring correct distribution of correspondence (including minutes, reports) to clients, external parties, and project participants as defined in the project distribution matrix  
• filing hard copy as required  
• interacting with, understanding, and enforcing the needs of the client  
• acting on client requests e.g. creating and using custom templates or using client numbering systems  
• assisting functional leads and groups in creating and updating organization charts, developing work plans, adding data and extracting data from other project systems when requested such as the reporting tool, engineering systems, project control’s systems  
• updating project information and document management procedures as requested by the PSG lead
• scanning hard copy documentation received from external parties or internal parties for input to the EDMS  
• auditing and reviewing document management attributes for consistency and preparation for archiving at project completion  
• comparing electronic and hard copy files to ensure each is complete and tracking missing documentation and ensuring all documentation is recorded in the EDMS  
• checking and tagging duplications as superseded or cancelled in iPas DM and hard copy filing  
• archiving hard copy documents as per regional and Hatch procedures  
• scheduling and coordinating meetings  
• planning and booking travel (where appropriate)  
• translations of minutes of meetings, reports, correspondence, CVs for proposals when required  
• office management duties as required 
• reception duties as required
• other data input or data management tasks as requested by the project. 
• keyboarding: minimum 60 words/minute  
• advanced level in the following applications:  

• Outlook  

• Word  

• Excel  

• PowerPoint  

• Internet Explorer  

• Adobe Acrobat  

• WinZip  

• competent in the use of office tools (copiers, scanners, fax machines, telephone systems)  
• previous experience with document management systems and engineering process  
• possesses excellent communication skills both oral and written  
• can adapt to changes, multi-task, organize, and prioritize 
• is detail-oriented  
• needs little direction  
• has a strong work ethic  
• able to problem solve and negotiate difficult situations  
• is resourceful and confident. Preferred  
• knowledge of invoicing process  
• administrative experience in an engineering environment 

Why join us? 

• Develop innovation partnerships 

• Think globally, work locally 

• Engage with people who make a difference 

What we offer you? 

• Flexible work environment. 

• Long term career development