Administrative Assistant for File Control

Description

Job Summary: Responsible for the integration, control, and tracking of the Single Construction File, managing documentation and ensuring regulatory compliance as the liaison with headquarters. Key Highlights: 1. Comprehensive management of the Single Construction File 2. Coordination and document control with headquarters 3. Ensuring regulatory compliance and traceability **Job Objective** Responsible for the integration, control, safekeeping, and tracking of the Single Construction File, ensuring proper document management, regulatory compliance, and information traceability, acting as the direct liaison with the headquarters’ document control department. **Essential Requirements** * Minimum 2–4 years of experience in file control for construction projects (residential/public works preferred). * Mandatory: experience handling the Single Construction File. * Education: Architecture, Civil Engineering, Construction Management, or related field. * Knowledge of regulations applicable to public works and document control. * Experience handling: Contracts, Cost Estimates, Construction Logs, Permits, Licenses, and Procedures. * Advanced proficiency in: Excel / Google Sheets and Google Drive (folder structure, version control, access management). * Strong organizational, control, and tracking abilities. * Ability to work under pressure and manage multiple concurrent tasks. **Responsibilities / Key Activities** * Integrate, organize, and maintain the Single Construction File (physical and digital) up to date. * Ensure correct classification, naming convention, and version control for all documents. * Coordinate receipt, review, and safekeeping of construction, project, cost, and procurement documentation. * Track: ○ Contracts ○ Cost Estimates ○ Purchase Orders ○ Permits and Licenses ○ Construction Logs * Verify that documentation complies with regulatory and contractual requirements. * Monitor and follow up on pending documentation to prevent delays. * Act as liaison with headquarters (CDMX) regarding: ○ Document control criteria ○ Audits ○ Validations * Prepare periodic status reports on the file (missing items, progress, incidents). * Support internal/external audits (CONAVI, supervision, etc.). * Ensure accurate integration of information for cost estimates and biweekly reports. * Coordinate with the following departments: ○ Construction ○ Projects ○ Costs ○ Procurement — to ensure document traceability. **Job Conditions** ● On-site work (construction site) ● Constant coordination with headquarters (CDMX) ● Handling of sensitive documentation and audits Employment type: Full-time, Project-based or Fixed-term Contract duration: 12 months Salary: $14,000.00 per month Application question(s): * Do you have experience managing Single Construction Files? * Do you have experience managing permits, procedures, or tenders? * How would you rate your Excel proficiency? Intermediate/Advanced Workplace: On-site employment