Job Title - Principal Project Assistant/Document Controller
Work Location - Worcester MA
Job SummaryWe are seeking a skilled and meticulous Project Assistant/Document Controller to join Global Engineering US office. The ideal candidate will be responsible for providing administrative support to ensure efficient office operation and manage and control all engineering Doc./DWG etc. that are related to the capital project. This role requires a proactive and detail-oriented individual with excellent communication skills and the ability to multitask effectively in a fast-paced environment.
Responsibilities:Project Assistant:- Greet visitors and direct them to the appropriate personnel
- Coordinate meetings, appointments, and conference room bookings, including scheduling, setup, and catering arrangements.
- Assist with the preparation of presentations and other reports.
- Maintain and update filing systems, databases, and project documentation to ensure accuracy and accessibility.
- Process incoming and outgoing mail, packages, and deliveries, including sorting, distribution, and shipment coordination.
- Order office supplies, equipment, and materials as needed, and ensure proper inventory management.
- Assist with travel arrangements and accommodations for staff members and visiting clients or partners.
- Coordinate office events, team-building activities, and celebrations to promote a positive work environment.
- Collaborate with other departments, such as finance, HR, and procurement, to support cross-functional activities.
- Assist with onboarding new employees, including preparing orientation materials and coordinating training schedules.
- As a bookkeeper, track/monitor US office expending against budget.
- Manage team's training, coordinate with QA and other departments to ensure each employee's training is updated and records are properly maintained.
- Aid employees who are on "mobility" program from overseas administration.
Document Control- Manage submittals in and out, including documents/ drawings and other correspondence between our office and equipment suppliers, service providers, construction company, and other vendors, assigning unique identifiers and metadata as necessary.
- Coordinate the distribution of engineering documents to project team members, subcontractors, and other stakeholders in a timely manner and enforce access controls.
- Review TOP for completeness and correctness before handing over to the C&Q team.
- Maintain accurate version control for all engineering documents, ensuring the latest revisions are readily accessible while obsolete versions are properly archived.
- Initiate Purchase Requests in the system to assist engineering procurement as needed.
- Provide assistance to Project Control group by routing invoices for review and approval.
Qualifications:- Bachelor's degree in business administration, office management, Engineering or related field preferred.
- Proven experience as an office administrator, administrative assistant, or similar role.
- Proven experience in document control or records management.
- Familiarity with document management systems and software, such as Procore, or similar platforms.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Strong interpersonal skills and the ability to communicate effectively with internal and external stakeholders.
- Detail-oriented with a high level of accuracy in data entry and documentation.
- Ability to work independently with minimal supervision and maintain confidentiality when handling sensitive information.
- Professional demeanor and a positive attitude.
Preferred Qualifications:- Certification or training in office administration or related field.
- Certification in document control or records management (e.g., Certified Document Controller).
- Familiarity with Biopharmaceutic Industry-specific terminology, processes, and documentation.
- Proven experience in an engineering or technical environment
The anticipated pay range for this position is $96,000 - $140,000 
