About you:
Join us. Unleash your energy within.

If you have world-class ambitions to reach the stars while keeping your feet on the ground, we’re the team for you. We've created a new breed of company – future-focused with reimagined ambition across all disciplines within the energy sector.

We love people who know their own potential and are not afraid to use it. We know that together, we’re far more than the sum of our parts. So, we celebrate people who want to grow and develop as we work together on some of the largest projects on the energy world stage.

We are committed to our diverse and inclusive community – a place where we can all be ourselves, thrive and develop. From day one, we offer a range of family-friendly, inclusive employment policies, flexible working arrangements, and employee networks to support staff from different backgrounds.

As an Equal Opportunities Employer, we value applications from all backgrounds, cultures, and abilities.

We’re a disability-friendly employer and can make adjustments to support you to perform at your best during the recruitment process.

Our purpose and beliefs:
As Kent, we’re tackling the greatest challenge of our time - to bring our world the energy it needs in the most responsible way ever imagined.

It’s the energy of every member of our team driven by our beliefs that is making this happen. Whatever our skill, our language, or our culture. These beliefs define and direct us every day to be the very best - for ourselves, our clients, our key stakeholders, the communities we operate in and the planet:

We PLAY BIG
We thrive on EMOTIONAL AGILITY
We are FANATICAL ABOUT PERFORMANCE
We are built on INFINITE THINKING

Read more about the Purpose, Beliefs and Guiding Principles that drive us:

Our vision for Diversity, Inclusion and Belonging:
We recognise that diversity & inclusion are catalysts for success. We’re heightening awareness on the benefits of people diversity, diversity of experiences and diversity of our perspectives. Creating a culture of inclusivity where all employees feel a sense of belonging.

Our combined energy is fueled by different nationalities, across 6 continents and 24 countries. Our commitment is to celebrate character – no matter what ethnic background, gender, age, religion, identity, or disability.

About the job:

Skills and Responsibilities

Your responsibilities:

• Ensure HSSE goals, objectives and targets are met through personal leadership and involvement.
• To act as the focal point for the receipt, registering, sorting, archiving and retrieval of all Project documents.
• Coordinate and facilitate all necessary administrative support services for the Project.
• Monitor, lead and follow-up activities related to the administration and management of technical Documentation for the Project from conception to hand-over, to ensure that all Project documents are properly organised and maintained with the required level of integrity and confidentiality.
• Administer all Project official documents utilizing ACONEX EDMS on behalf of the client and provide logistics co-ordination and support to the PMT.

Principal Accountabilities:

• Champion the Project Safety culture, behaviors and engagement activities.
• Receives and stores all documents in accordance with the established procedures. Identifies and segregates all documents by Project number and files in accordance with the Project numbering system. Directs the reproduction, collation and distribution of documents for appropriate functional departments.
• Assist PMT personnel in locating and retrieving documents from archives and ensure their safe return.
• Liaise with PMT personnel to ensure the receipt of complete documents, updated drawings, specifications or other Project documents in accordance with specific FEED/EPCM Contract conditions.
• Prepare and follow-up requisitions for all documents, drawings and printing needs.
• Maintain monitoring ACONEX EDMS for all incoming technical documents from FEED/EPC Contractor.
• Establish and maintain a listing of all Project Technical documents, specifications and drawings.
• Supervise, control and monitor all incoming and outgoing Project documents, reproduction and distribution to the PMT.
• Use of scanner for conversion of all key documents to electronic files/PDF for easy access and distribution.
• Identify all documents that need retention or removal from Project EDMS.
• Manage the archiving system for the Project documentation and evaluate and recommend the methods for archiving, cross indexing and cataloguing of all documents and drawings.
• Ensure the proper follow-up of the As-built status of the documents and participate with the EPC Contractor in categorizing these documents.
• Maintain up-to-date copies of PMT and Company processes and specifications
• Arrange, segregate and issue drawings, Vendor Manuals and all documents to the PMT.
• Coordinate the proper handling and tracking of client technical documentation.
• Maintain close liaison and coordination with Construction Sites and other client Concerned Teams to ensure that all Project requirements are adhered to during Project execution and ensure the smooth handover of completed documentation, As-builts to client Operations at Project close-out.
• Liaise with the FEED/EPC Contractor(s), Vendors and Suppliers to ensure the receipt of complete documents, updated drawings and specifications or other relevant documents in accordance with the specifications, and conditions of the FEED/EPC Contracts.
• Coordination and follow-up for the timely completion of all Project documentation related activities e.g. CFT revision and updating, FEED/EPC Contracts and their amendments finalization, correspondence with Stakeholders, FEED/EPC Contractor(s), Vendors, Suppliers and Subcontractors.
• Closely monitor and coordinate the different documents and drawings received from the FEED/EPC Contractor, Vendors and Suppliers to ensure that Project documentation is in accordance with the agreed deliverables register and clarify any queries or problems that might arise.
• Coordinate the preparation of CFTs, reports, presentations, and visual aids of all kinds using various software packages and prepare as necessary the design and formats of Project documents and ensure their development is in accordance with client Standards.
• Coordination and control of document Quality, so that consistent high standards are maintained in all documents delivered to or from the PMT.
• In addition to the responsibilities listed herein, the employee may be required to perform other ad-hoc tasks as needed or directed by the supervisor or management. These tasks will be within the reasonable scope of the employee's skills, capabilities, and role within the organisation. The intent of this provision is to allow for flexibility and adaptability in meeting the dynamic needs of the organisation, ensuring that operational requirements can be met efficiently. All such tasks will be assigned considering the employee's current workload and with respect to their professional development.

Your knowledge/skills, education, and experience:

• Bachelor’s degree in administration or closely related field
• The candidate must have sufficient experience organising and controlling typical Project deliverables such as drawings, specifications, operating manuals, vendor submittals, filing systems and document flow procedures
• Able to work within a defined role with limited supervision
• Able to make decisions and solve problems related to a specific discipline/field
• Responsible for own work product with minimal guidance and oversight from immediate supervisor
• Establishes credibility with peers and supervisors and makes good use of their time
• Exercises judgment in making decisions; knows when to seek advice
  

Communication:

• Team player.
• Excellent oral and written communication skills (ideally English and German)
• Professional communication skills –Able to communicate with peers, customers, and vendors.
  

Behavior/ Core Competencies:

• Teamwork & Collaboration: Pragmatic and supportive team player, helping build collaborative relationships with colleagues across Kent Group.
• Communication: Emotionally intelligent individual with the ability to listen, empathise and understand the impact of nonverbal communication. Engaging individual able to facilitate and present to big groups of stakeholders, including C-Suite level.
• Critical Thinking: Creative problem solver using reasoning to analyse issues, make decisions, and solve problems.
• Self-Starter: Proactive, “Can-Do” attitude and commitment to go the extra-mile to meet any committed timelines, and willing to fill gaps identified on the program.

HSSEQ:

The Employee shall observe the Health, Safety, Sustainability, Environment and Quality rules of the Company; it’s clients and the governing authorities of the host country.

Details about the role:

Location: Vienna
Relocation required: No
Travel required: Possibly
Contract type: Permanent