Document Controller

2 months ago

Cardiff, Cardiff, United Kingdom Fawkes & Reece (North) Full time

Are you an experienced Document Controller / Site Administrator looking for a new exciting opportunity with a leading Regional Main Contractor?

Fawkes & Reece are proud to be partnered with a leading Regional Contractor recruiting for an experienced Document Controller to join their growing team. My clients are market leaders delivering across their core sectors including Student Accommodation, High-Rise Residential and Care & Retirement Living.

As Document Controller you will be working across two fantastic high rise residential accommodation projects based in Leeds and York. With two opportunities available, you would be required to split your week with Leeds 3 days a week and in York 2 days, both central locations.

Role Purpose

Support and administer the registration and distribution of documentation between construction project team members, designers, supply chain and clients on a large high rise projects in York and Leeds.

Provide administrative guidance and support to the Operational site team, including but not limited to the following: -

SharePoint -

  • Setting up new contract folders and adding the folder structure
  • Keeping SharePoint folders up-to date i.e. Ensuring filing structure is followed, documents are items not saved on peoples desktops & scanning of hardcopy documents
  • Helping with SharePoint issues/queries - getting staff SharePoint access if they don't already have it, sync issues, creating new folders etc.

Perhaps you've used the following software or similar and you're able to adapt to use;

FieldView -

  • Set up new sites on the FieldView System
  • Set up new site tablets and devices that will be used on sites.
  • Add staff as Business Users
  • Set up site structure/ floors and Calibrating drawings to suit
  • Add Packages of work/Sub-Contractors/consultants to the system and maintaining their information
  • Monitor documentation close out for forms and tasks weekly
  • Assist the whole site team including subcontractor with any technical issues.

Viewpoint 4P -

  • Assist the Design Manager with drawing commenting & voting
  • Print out drawings
  • Access drawings for use in Fieldview
  • Ensure 4P registration request is completed

SmartWaste -

  • Assign sub-contractors/waste management contractors/materials suppliers and project users to the system.
  • Add and Edit project data including meter readings (Gas, Electric, Water), Waste figures, fuel use etc
  • Assist site team with SWMP, BREEAM and reporting.
  • Manage and check the information that is uploaded.

General Site Set up -

  • Make the "Site Starter Pack" to help the new sites.
  • Assist in setting up hard copy files and folders.
  • Supply sites with print-out of any updated legislation, H&S information etc so they have a physical copy.

General Site Assistance -

  • Print and laminate documents (either in the office if using the plotter or on site if needed)
  • Get things ready for audits and inspections and making sure all displayed information is correct and up to date.
  • Maintain stock of stationery and consumables and placing an order.
  • Assist with general admin when needed (scanning, photocopying, distributing incoming and outgoing post, filing, meeting/report preparation etc)
  • Book/arranging meeting rooms
  • Greet visitors & ensure sign in protocol is followed.
  • Assist with turnstile access set-up & monitoring of card (CSCS etc) expiry dates

Customer Service

  • Ensure excellent customer service is given in all communication with internal and external customers.
  • Show flexibility and enthusiasm to provide any support that may be required in the office/site team to ensure that there is little disruption to customers. This may include providing reception cover.
  • Ensure telephone calls are answered efficiently and professionally. Handle first hand queries within the scope of the role or take detailed messages and pass onto the relevant person.
  • Facilitate the smooth running of meetings by ensuring refreshments are provided in time for meetings and replenished throughout.
  • Keep the reception area tidy and welcoming, free from personal items in view of visitors.
  • Greet visitors in a professional, friendly manner ensuring all signing in procedures are adhered to.
  • Maintain accurate signing in/out system of staff and visitors to ensure records are correct at all times.
  • Manage meeting room diaries in Microsoft Outlook.

Continuous Improvement

  • Ensure compliance and adherence with all Company Management Systems policies, procedures, processes and tools applicable to role.
  • Seek feedback and regularly review all administrative processes, to ensure ways of working are meeting or exceeding customer expectations.
  • Challenge current processes and practices to ensure efficiency and professional standards are kept to the highest standards at all times.

Qualifications

  • Ideally two years' experience in a similar role with a fast-paced environment
  • Excellent IT Skills, MS Office knowledge - Word, Excel, PowerPoint. On site software experience such as Viewpoint 4P and Fieldview or similar document management tools.
  • Excellent with email and electronic diary management functionality

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