Project Services Coordinator

2 weeks ago

Cambridge, Canada BWX Technologies Full time

We are currently recruiting for a Project Services Coordinator at our facility in Cambridge, Ontario, Canada.

**JOB PURPOSE**

Provide administrative support within the project services area. Responsible for accurately controlling, processing, tracking, and distributing critical engineering documentation received/issued to/from vendors/customers for nuclear/thermal projects and sales orders.

This role communicates with employees and customers/vendors. The role gathers and distributes information: prepare and distribute document approval reports (DAR), process vendor and customer documentation for approvals and distribution, process internal documentation for approvals and distribution, control vendor technical specifications, prepare, maintain, and update records, etc. from customers/vendors, distributing quotations from vendor to appropriate buyer and engineer.

**ACCOUNTABILITIES**
- Prepare and distribute document approval reports (DAR).
- Daily maintenance and update of the DAR.
- Prepare weekly expediting reports.
- Process vendor and customer documentation for approvals and distribution.
- Process internal documentation for approvals and distribution.
- Expedite the internal reviewers, customers and vendors for overdue vendor documents.
- Control vendor technical specifications.
- Database maintenance.
- Procurement, maintenance and distribution of external codes and standards (ASME/ASTM).
- Yearly verification of codes.
- Provide Accounts Payable with a breakdown of codes and standards departmental charges.
- Ensure controlled access and security to Engineering Vault.
- Maintain filing, copying, scanning and coding of files: project, proposal and sales order files, engineering calculation reports, etc.
- Review documents/transmittals for discrepancies upon receipt.
- Update database when documents are returned from internal review and documents are formally issued to customers/vendors via Letter of Transmittals.
- Verify requested changes have been made when revisions to documents are submitted from vendors. Revised documents without discrepancies are forwarded to internal review authority with latest submission/previous submission.
- Generate various expediting reports to customers/PMs, IRAs, SM, etc.
- Issue letters of transmittal to customers/vendors and ensure documents submitted reflect the letter’s content.
- Prepare/maintain customer/vendor files in a structured format for ease of retrieval by project team during contract life and keep the files readily available and accurate for internal/external auditors.
- Project technical/customer/vendor/BWXT Canada Limited files are prepared and scanned electronically (PDF), stored in electronic folders, authenticated and OCR as per QAM Section 17, QOP-012 and QCI 706-002.
- Upon return from Micrographics, film is verified and database updated to identify roll of film records so that they may be located. Records no microfilmed are integrated with microfilmed records and database update. Identifying box number original records are located should they be recalled.
- Issue uncontrolled documents to various vendors and maintain record in database. When quotations are received from vendor, distribute to appropriate buyer and engineer. When quote becomes an order and vendor is selected, obtain purchase order number for the various vendor technical specifications and issue controlled documents to vendor.
- Ensure Engineering revises VTS when the have requested additional documents be submitted to a vendor
- Retrieve files stored offsite as required and then ensure all contents are scanned (PDF), authenticated and OCR.
- Electronic documents sent to the customer and vendor or received may require the use of SharePoint due to file size or contract requirements.
- BWXT Drawings that are required to be sent to the customer are transmitted to Project Services via PDM in Workflow.
- Prepare and maintain long term storage.
- Backup to Document Control

**KNOWLEDGE AND EXPERIENCE**
- Minimum of 2 years Record Management experience and Access software (business and Database) concepts experience, including Visual Basic programming
- Experience in Excel, Word, Outlook, Access
- Experience in records management.
- Clear understanding of the sections responsibilities, procedures and methods of operation

Learn more about how BWXT employs nuclear technology to solve some of the world’s most important problems. BWXT’s capabilities video showcases our innovation in commercial nuclear power, addressing climate change, as well as our advanced nuclear medicine products treating patients around the world. We are People Strong. Innovation Driven.

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