The primary responsibilities of the Project Administrator for the CLIENT Project is to develop/draft the required correspondence for submittal on behalf of the project and organize, manage, oversee, control and maintain the documents and their status relative to the CLIENT Project.
The volume and nature of documents required to be handled during the phases of the project for both outside and internal documentation that require organization, management and oversight by the Project Administrator (PA) position.
The Design Phase will extend through the end of the Detailed Design Phase (DDP) and past the Detail Design Review (DDR) Meeting Schedule and include the time until all DDR package resubmittals have been closed, as is also the case with the resubmittal of Contract Deliverable Requirements List (CDRL) items which will need to take place in parallel with the resubmittal of DDR packages.
With the preparation for and during the Production Phase as the number of submittals decreases, the amount of time for tracking and for assisting in more project management oriented tasks will increase involving the organization and tracking of action items/issues and their associated correspondence pertaining to internal execution and customer and supplier items.
Review, revise, and submit all CDRLs, SCRs, SARs, and other official letters (including invoices to CLIENT, CLIENT response requests, clarifications of contract information, etc.).
Review for English language, style, and document consistency
Organize system specific documentation and drawings to ensure completion and adequate information are provided for submittal.
Review of cover letter and attachments prior to submittal to project management for final review and signature
Electronic submittal of Project Correspondence and accompanying Documentation
This should NOT include DDP submittals/resubmittals, unless no technical review is required there is simply not enough time for one person to handle technical reviews of all documents.
Document Control all Project Correspondence/Document Transmittals transmitted from CRRC for the CLIENT Project, and received by CRRC for the CLIENT Project.
Maintain a clearly organized and easily navigated file directory with all documents.
Maintain a backup of the above on the external hard drive.
Upload submittals to office FTP and/or SharePoint site(s) for project team use.
Coordinate, compile, and assemble information for CLIENT Monthly Report
During this phase, this should mainly consist of review and submittal of information provided from China.
During this phase, the PA should also collect project concerns / hot topics from the Tangshan Team members and Project Manager for inclusion in the report.
Official letters (SC and CS letters) Recording all Relevant references associated with each letter
Tracking of all project correspondence including CRRC submittals and CLIENT responses
Organize and coordinate Storage/Filing of electronic and hardcopy files
Ensure the notification of individuals responsible to develop draft response(s) for project manager review and signature
Assign Correspondence Sequence No. and review all generated project correspondence for completed Header reference information, subject references and copy recipients prior to issuance
Liaison between Tangshan, CRRC Phil., Suppliers and CLIENT (Native English speaker required).
All items included above and the following:
CLIENT Meeting Minutes tracking and ensure the notification of individuals responsible to develop draft response(s) for project manager review and signature
Maintain MOC tracking matrix and provoke response to open issues with engineering project members.
Tracking, follow-up, and maintain CLIENT Open items list(s).
Track and maintain status of Document Comment sheets received from CLIENT and CRRC responses.
Coordination with project schedule to ensure accuracy and verification of established target dates.
Preparation of any internal project meeting minutes and maintenance of resultant action items list.
Internal Open items list(s) tracking and follow-up.
Information from above items should be reflected and included in the Monthly Progress report as discussed with project manager.
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