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Document Controller
4 months ago
COMPANY
An industry leading, award winning High End contractor who works in sectors including but not limited to Hotels, Hospitality and Luxury Residential have recently secured an excellent, technically challenging landmark project with a recognised client to deliver a high end project in Convent Garden.
Due to this project win they are actively looking to bring on team members for this specific project, the first being an exciting opportunity for a Document Controller / Site Secretary who has proven experience working on complex Central London sites, providing comprehensive secretarial and administrative assistance to the site whilst managing the document control process for the project.
DUTIES AND RESPONSIBILITIES:
Co-ordination of project specific documentation, which includes liaison with the Client and project team and subcontractors to include tasks such as:
- Being the initial face of the project management team to meet, greet, provide refreshments and a welcoming environment.
- Preparation and distribution of Progress / Site Reports to include all financial matters
- Snagging paperwork and upkeep of registers
- Developing and updating spreadsheets
- Site meeting room diary management
- Assisting with preparation of Operation & Maintenance Manuals involving liaison with third party company, and collation of Commissioning Certificates.
- Organisation and printing of drawings and distributed to relevant parties where necessary.
- Assisting with Health & Safety.
- Implementing Quality Management Systems
- Providing support to Document Controller on document control systems (training will be provided).
- Compile and keep up to date Project Directory of all Subcontractors on site.
- Ordering stationery and printer supplies.
- Office Site Setup including site signage, assisting with furniture and office equipment purchase, as and when required.
- Provide HR and Payroll Department with weekly records pertaining to sickness and holidays of all monthly paid staff. Hold on site a holiday chart and keep holiday records for general view.
- Office Administration (post distribution, faxing, filing and photocopying, scanning, etc.)
- Booking couriers on an adhoc basis
- Arranging for drawings to be printed via an outside agency or to print drawings required on site.
- Telephone liaison and update site telephone list as and when required.
- Management of petty cash.
- Setting up and managing the document control system across multiple projects.
- Uploading/downloading and issuing drawings and documents to the client team, subcontractors and inhouse personnel.
- Updating and maintaining drawing logs as well as other schedules, RFI's CV's etc.
- Quality checking documents and drawings.
- Liaising with the inhouse teams across multiple projects.
- Dealing with a multitude of different documents.
- Archiving of all drawings/documents to ensure they are stored efficiently.
- Enhancing and improving procedures and systems used for document control.
- Assisting with handover files.
- Ad hoc administrative duties.
- Supporting members of the project team.
- Excellent communication skills.
- Personable and welcoming
- Experience in a similar role.
- Strong attention to detail, with knowledge of document management standards, procedures and instructions.
- Strong IT/DC skills.
- Knowledge and interest in various DC programmes.
- The ability to multitask with a high attention to detail.
- Experience in the construction industry.
SKILLS, QUALIFICATIONS AND EXPERIENCE REQUIRED:
- Proficient in Word, Excel, Outlook and Adobe Acrobat.
- Copy typing 40WPM.
- Attention to detail.
- Good interpersonal skills.
- Flexible and proactive.
- Ability to prioritise workload.
- Good multitasker.
