Document Controller

The Document Controller and Admin Assistant plays a critical role in managing the flow of project documents and providing general administrative support within a construction company or project environment. This position ensures that all documentation is organized, up-to-date, and distributed properly while supporting day-to-day office operations.

1. Document Control:

• Filing Systems: Maintain accurate and systematic filing systems, both physical and electronic, ensuring easy retrieval and secure storage of all documents.
• Version Control: Ensure all documents are updated, properly labelled, and available to authorized personnel. Maintain version control to prevent confusion between old and new revisions.
• Compliance and Audits: Ensure that all documents adhere to company and project-specific procedures. Assist during audits to provide required documentation.
• Distribution: Distribute documents to relevant project stakeholders, ensuring timely delivery of critical information.
• Archiving: Manage the archiving process for all completed project documentation and ensure records are stored according to company policies and industry standards.

1. Administrative Assistance:

• Office Support: Provide general administrative support to the project team, including filing, typing, copying, scanning, and answering phones.
• Meeting Coordination: Schedule and coordinate meetings, take minutes, and follow up on action points as required.
• Communication: Assist with internal and external communications, including drafting emails, letters, and memos for management and team members.
• Data Entry: Input data into various systems or spreadsheets related to project tracking, timesheets, and other administrative functions.
• Travel and Accommodation: Arrange travel itineraries, accommodations, and transport for staff as required.
• Ensuring site information is correctly completed and stored and providing assistance with site software Procore

• Education: GCSE maths & english, a diploma/further education in administration, document control, or related fields.
• Experience:
• Minimum 2 years of experience in document control or administrative roles, within the construction or engineering sector.
• Familiarity with construction documentation and processes.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with document control software or project management tools (e.g., Aconex, Procore, Viewpoint).
• Basic knowledge of construction terms and processes.
• Organizational Skills: Strong attention to detail and ability to manage multiple tasks while prioritizing work.
• Communication: Excellent written and verbal communication skills.
• Problem Solving: Ability to identify issues and work towards effective solutions independently.
• Teamwork: Able to work collaboratively in a fast-paced construction environment.

• Attention to Detail: Ensures accuracy in documents and follows processes diligently.
• Time Management: Effectively prioritizes tasks to meet deadlines in a dynamic environment.
• Confidentiality: Handles sensitive information with discretion and maintains confidentiality.
• Adaptability: Flexible and able to adjust to changing priorities and work environments.
• Proactive Attitude: Takes initiative to support team members and ensures smooth operation of office and document workflows.

Tenacious: to see jobs through to conclusion and complete tasks