A brief on COENAR and new hire:

COENAR is a consulting, engineering, architecture and project management company established in Istanbul. COENAR is in the process of hiring new personnel for various positions to allocate for the current services provided to a Foreign Investment Company, hereinafter referred to as the "Client" or the "Company". COENAR serves as a consultant and contractor for both the PgMO (Program Management Office) and PMO (Project Management Office) service model to Client's new and current development projects. The new personnel to be hired will have roles in PgMO and hence will work at the Client's Kağıthane Headquarter. They will report to both the Client managers and the COENAR directors. The details of the full time hiring criteria are as follows.

JOB SUMMARY:

• Responsible for establishing and maintaining effective documentation systems for projects, and ensures all documents are controlled in accordance with the requirements of the Project Process & Procedures.

• To be responsible for coordinating with all departments of the company in order to ensure that all documents are kept in the right place and in the right department file archive.

ROLES & RESPOSIBILITIES:

• Setting a document control system to assure all documents and technical e-mails are logged efficiently.

• Setting and maintaining accurate filing system by project.

• Electronic filing for incoming and outgoing e-mails.

• Assist and support in preparing the tender documents (drawings and specifications) and assure it is delivered to the tenderers in due time.

• As part of the technical team, responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expediting the workflow.

• Monitor and report on office expenditure and development of processes to reduce unnecessary costs. Ensure the ongoing availability and quality of office equipment and supplies.

• Assists in the maintenance of a consistent image through incorporating the corporate vision, mission and goals into documentation provided to suppliers and employees.

• Ensures the upkeep and maintenance of company property and facilities.

• Edit documents that have typographical errors and other types of errors that may lead to the disqualification of a document.

• Submitting corporate documents punctually and with high quality.

• To ensure that all development documents are well checked and submitted on time prior to the document submission due date.

• To perform regular audit on development documents in order to ensure that all documents are properly submitted to other departments.

• Responsible for file validation and document controlling. Before submitting a document, a document or file must first be checked and approved.

• Performing evaluations and document audits

• Effectively follow the company’s standard operating procedures in submissions of documents.

• Ensures that all documents have no errors in filenames, submissions, etc before submitting it to the nest department to avoid confusion.

• Preparation of all documents and communicating with employees in order to make submissions early is part of the job description of a document controller.

• Ensure documents are batched/coded correctly with header sheets added to each batch.

OTHER DUTIES:

• Perform other duties and responsibilities as needed as well as determine and manage priorities with minimal guidance.

IDEAL CAPABILITIES / SKILLS:

BUSINESS CAPABILITIES:

• 4+ years of experience of which in Document Control & Administration.

• Direct Experience or equivalent.

• Extensive knowledge of Document Control

• Skilled in the use of Electronic Data Management Systems (EDMS)

• Maintain confidentiality of documentation.

• Maintain proper and updated archiving system of the project & related documents.

INTERPERSONAL SKILLS:

• Good Communication skills

• Work as a team member

• Honesty and integrity

• Operational Excellence

• The ability to work well under pressure

• Planning & Organizing ability

• Strong interpersonal skills

• Bears the responsibility and accountability of confidentiality

EDUCATION:

• A bachelor's degree is essential.

DIRECT REPORT TO:

• Country Manager / Client

• Managing Director / COENAR

MAIN INTERFACES:

INTERNAL:

• Development & Project Delivery Team.

• Administration Department.

• Finance Department.

EXTERNAL:

• Contractors

• Consultants