Job for Assistant Manager / Project Administration

1 Open Positions | Logo Urgent

Yonkers, NY
Estimated Best In Industry
6 Months
Posted on: 06/21/2024
Job Description:

  • Establishing a procedural framework for identifying, collecting, distributing and filing the controlled documents for the Program.  This involves writing and maintaining document control procedures and participating in the development and roll-out of document control tools, such as scanning hardware, computer software, file transfer system, etc.
  • Database Management (KDMS, FMP & SAP)
  • Ensure the information and management control system is implemented in compliance with the Client’s standard; and is updated to reflect revisions to those standards.  Maintain awareness of new Client and/or Project initiatives that may impact the control or distribution of information on the project.
  • Collaborate with Project Mangers to establish and maintain correspondence procedures and database integrity. 
  • Ensure the Project Team members are provided with adequate training and support to enable them to successfully use the procedure and systems in use by the Program.  Proactively conduct “spot audits” and “host meetings” with Project Team to facilitate their understanding of and enhance their compliance to Document Control and project management procedures.
  • Managing a group of Project Coordinators & Document Control Admin. Consolidate activities across all projects for the best efficiency by cross training and assignment.
  • Provide Quality Assurance / Quality Control (QA/QC) audits of electronic Document Control files.
  • Assists with policy discussions, including e-mail recording and retention, video recording and retention, etc.
  • Provide an interface to IT Support for Document Control & Project Coordinator issues, which include process enhancements to existing software, developing recommendations for new hardware and/or software that may benefit the Document Control environment.  In general, identify trends and recommend “best practices.”
  • Manage department’s administrative purchases and process payments
  • Perform all duties described in the job description for Supervisor of Document Control.
  • Perform additional assignments per management’s direction


  • Prior demonstrated experience supervising a group of four or more Administrative Staff.
  • 7 years of experience in related area as an individual contributor.
  • Prior experience working in a manufacturing environment, closely with customers and suppliers will be highly regarded.
  • Must be a self-starter attitude with proactive, results-oriented focus; and willing and capable to assume additional responsibilities.
  • Proven accuracy, reliability and completeness in job accomplishment.
  • Demonstrated success on the job, as evidenced by satis­factory performance, acceptance of responsibility and growth in previous positions.
  • Effective oral and written communication skills.
  • Proven experience with Microsoft Office Suite, SharePoint and Windchill Project Links.
  • Must be able to interface with a variety of people with different technical levels and educational backgrounds; must be detail-oriented and highly organized; and must be able to produce accurate and timely results while maintaining a customer-service attitude.

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