Administrator / Document Controller

6 months ago

London, United Kingdom ALSTOM Full time

**Appointment Basis: Permanent**

**Location: Based at Willesden **NW10 4UY **OR New Cross Gate **SE14 5RW with travel across other London depots.**

**Salary**: £35,000 per annum**

**Shift Pattern: Monday - Friday 37.5 hours**

At Alstom, we understand transport networks and what moves people. From high-speed trains, metros, monorails, and trams, to turnkey systems, services, infrastructure, signalling and digital mobility, we offer our diverse customers the broadest portfolio in the industry. Every day colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.

Could you be the full-time Administrator and Document Controller in Willesden we’re looking for?

**Your future role**

Join us as an Administrator and Document Controller at Willesden Train Maintenance Depot and you will be looking at a fantastic role within a major UK Rail services organisation. You will be responsible for document control across all London overground sites including New Cross gate Willesden and Ilford. You will be based out of Willesden or New Cross Gate depot and travel to the other 2 sites is expected to be on average 1 day a week based on business needs.

You'll provide efficient and effective administration as part of London’s major trains services. Day-to-day, you’ll work closely with teams across the business, record keeping, cost control, process management and much more.

**As part of the Document control side of the position you will be responsible for**:

- Ensuring the methods to be used for the identification, collection, indexing, filing, retention, storage, archiving, protection, retrieval and eventual disposal of records both before and after archive comply to the applicable Company and legal requirements including minimum retention times for each category of record
- Notifying process owners of upcoming review dates in line with document control register and governing their completion.
- Ensuring these standards are equally enforced on our digital file storage solutions (primarily Microsoft SharePoint sites) as well as our physical document control.
- Managing digital file storage capacity and usage
- Maintaining records to demonstrate compliance with fleet vehicle management processes including Fleet Operator Recognition Scheme ("FORS").

**As part of the administrative side of the role you will be contributing to providing an efficient and effective administration service to three Services maintenance sites. This will include**:

- Ensuring that agency time sheets are processed to ensure payments are managed to agreed time frames
- Undertake administrative duties as specified by the Site Management teams, including organizing and taking minutes, travel & hotel booking ,lunch order and meeting room requests.
- To produce & distribute reports, KPIs and Periodic reports and update weekly KPI’s
- To be responsible for processing Payroll, Agency timesheets, Monthly working hours and monthly invoice checks for Finance
- Manage the stationery budget, place order for workwear orders for the site
- To perform a range of administrative duties including, but not limited to; photocopying, mailing, answering the telephone, dealing with queries ,and greeting guests
- To be responsible for Time & Attendance, Annual leave & Sickness management - ALISTA
- Actively promote & support 5S
- Provide support & Cover as and when required at all RS&S sites
- Provide support to HR department regarding employees, including medicals, new starters, personnel files

**All about you**

We value passion and attitude over experience. That’s why we don’t expect you to have every single skill. Instead, we’ve listed some that we think will help you succeed and grow in this role:

- Proficient in use of maintenance management system (Maximo/SAP GSI)
- Experience of document control processes, procedures and legal/company requirements
- Professional experience in a similar role with suitable qualifications
- Good verbal and communication skills.
- IT skills - competent user of Microsoft Office including Word, Excel, PowerPoint, Outlook, Teams, SharePoint
- English fluent level
- All internal employees must inform their Line Managers when applying.

**Things you’ll enjoy**

Join us on a life-long transformative journey - the rail industry is here to stay, so you can grow and develop new skills and experiences throughout your career. You’ll also:

- Enjoy stability, challenges and a long-term career free from boring daily routines
- Collaborate with transverse teams and helpful colleagues
- Contribute to innovative projects
- Utilise our flexible working environment
- Steer your career in whatever direction you choose across functions and countries
- Benefit from our investment in your development, through award-winning learning
- Benefit from a fair and dynamic reward package that recognises your performance and potential, plus comprehensive and competitive benefits

  • Administration / Document Controller

    4 weeks ago

    London, Greater London, United Kingdom Skilled Careers Full time

    The Skilled Careers team is seeking a skilled Document Controller to provide administrative support on a freelance basis. This role would be ideal for individuals with experience in document control and a strong understanding of administrative procedures.The Document Controller will be responsible for managing and maintaining documentation for a project in...

  • Document Controller

    6 months ago

    London, United Kingdom Integral UK Full time

    **The Role** We are recruiting for a Document Controller to join our UK Projects Division in the South, the first project will be a major refurbishment project close to London Bridge. You will be responsible for setting up and managing the project document control systems and train / support project users. **Key Responsibilities** Manage the Viewpoint for...

  • Document Controller

    3 hours ago

    London, United Kingdom Knightwood Associates Full time

    *Document Controller/Office Administrator, West London*A Document Controller is sought to join a hugely successful residential developer based in West London. Working with signature Architects, our client is renowned for their high-quality regeneration schemes, earning them an enviable reputation within the industry. Candidates will have ideally used Asite...

  • Document Controller

    2 hours ago

    London, United Kingdom Knightwood Associates Full time

    *Document Controller/Office Administrator, West London*A Document Controller is sought to join a hugely successful residential developer based in West London. Working with signature Architects, our client is renowned for their high-quality regeneration schemes, earning them an enviable reputation within the industry. Candidates will have ideally used Asite...

  • Document Controller

    6 months ago

    London, United Kingdom Tate Recruitment Limited Full time

    A construction company based in the West End is seeking an experienced Document Controller, paying between £40,000 - £42,000, to support on their high-profile project. This is a really great position for an experienced document controller to take control of the full internal document control process. You will be managing, maintaining and overseeing the...

  • Administration / Document Controller

    1 month ago

    London, Greater London, United Kingdom KennedyPearce Consulting Full time

    Job DescriptionWe are seeking a highly organized and detail-oriented Document Controller to join our team at KennedyPearce Consulting. As a key member of our project team, you will be responsible for managing the flow and control of documented information on projects, ensuring that project documentation is up-to-date and accurate.Key Responsibilities:Manage...

  • Document Controller

    6 months ago

    London, United Kingdom Tate Recruitment Limited Full time

    A large scale construction firm based in the West End is seeking an experienced Document Controller, paying between £40,000 - £45,000, to support on their high-profile and exciting project. This is a really great position for an experienced document controller to take control of the full internal document control process. You will be managing, maintaining...

  • Document Controller/Office Administrator

    7 days ago

    West London, United Kingdom Knightwood Associates Full time

    Document Controller/Office Administrator, West London*A Document Controller is sought to join a hugely successful residential developer based in West London. Working with signature Architects, our client is renowned for their high-quality regeneration schemes, earning them an enviable reputation within the industry. Candidates will have ideally used...

  • Document Controller/Administrator

    4 days ago

    South East London, United Kingdom CV-Library Full time

    Document Controller / Administrator Short Description: CRG are looking for a Document Controller Based in London, for a firm specialising in the supply and installation of ceramic wall and floor tiling, natural stone, vanity tops and mosaics. Due to substantial growth, ourc client is currently looking to recruit a Document Controller / Administrator to...

  • Construction Document Controller/ Administrator

    6 months ago

    London, United Kingdom Setsquare Recruitment Full time

    Setsquare is actively hiring for a Document Controller/ Administrator for one of the biggest tier 1 main contractor across UK for a long term project based around the Camden area. **Job Title **:Construction Document Controller/ Administrator** **Location : Camden** **Job Type : Temp to Perm** **Type of contractor : Tier 1 main contractor** **Per hour...

  • Document Controller

    6 months ago

    London, United Kingdom Reachout Recruit Ltd Full time

    Document Controller, London, circa £25p/h Our client is looking for a dynamic and organised Document Controller with expertise in managing effective construction teams. The responsibilities of the Document Controller are as follows: - Reporting to the Site Manager and Project Manager you will be responsible for the administration of construction teams,...

  • Administrative Assistant

    7 days ago

    London, Greater London, United Kingdom Getting In Limited Full time

    Job Summary:We are seeking a highly organized and detail-oriented Administrative Assistant to join our team as a Document Control Apprentice. In this role, you will be responsible for maintaining the project filing system, preparing documents for digital storage/archiving, and supporting team members in administrative tasks.About the Role:This is an...

  • Document Controller

    9 hours ago

    London Area, United Kingdom Knightwood Associates Full time

    *Document Controller/Office Administrator, West London*A Document Controller is sought to join a hugely successful residential developer based in West London. Working with signature Architects, our client is renowned for their high-quality regeneration schemes, earning them an enviable reputation within the industry. Candidates will have ideally used Asite...

  • Document Controller

    6 months ago

    London, United Kingdom Dragados Full time

    Job Advert **_ Job Summary:_** **_ Key Responsibilities:_** - Accurate records of all documents at all times - Distribute documents to the relevant project team members, ensuring they have the correct documents in a timely manner. - Ensure consistency of document submissions in adherence to the project document control procedures - Ensure that all project...

  • Document Controller

    6 months ago

    London, United Kingdom Project People Full time

    **DOCUMENT CONTROLLER - CONTRACT - LONDON (HEATHORW) - HYBRID** **Document Controller** **Start ASAP** **3-6 months initially** **Hybrid working - 1 day onsite in Heathrow required** **Core Activities** - Efficient preparation and management of the client and project documents. - Administrative activities - Adherence to both client and Heathrow document...

  • Document Controller

    6 months ago

    London, United Kingdom BSV Recruitment Limited Full time

    The Job The Company BSV are recruiting on behalf of a M&E Sub contractor based in the outskirts of London for a Document Controller for a large residential project in Canary Wharf. The Role You will assist project management teams in the running of the project administration activities and to maintain document control and associated administration tasks...

  • Document Controller

    6 months ago

    London, United Kingdom BSV Recruitment Limited Full time

    The Job The Company BSV are recruiting on behalf of a M&E Sub contractor based in the outskirts of London for a Document Controller for a large residential project in Central London. The Role You will assist project management teams in the running of the project administration activities and to maintain document control and associated administration...

  • Document Controller

    6 months ago

    London, United Kingdom BDP UK Full time

    **Vacancy type** - Current vacancies**Profession** - Design Management**Location** - London**Description** **Document Controller** Location: London, Clerkenwell Contract type: Full time, Permanent Hours: 37.5 hours a week, Mon - Fri 9am -5.30pm Working within the design management team, the document controller will assist in the smooth and efficient...

  • Document Controller

    5 months ago

    London, United Kingdom Errigal Full time

    Errigal is a market leading construction company; with specialist expertise in xternal façade, interior fitout, ceilings, re-cladding and bespoke solutions are seeking a Document Controller to join our rapidly expanding company. The role is to be a member of the administration team working on medium and large-scale projects. As a Document Controller you...

  • Document Controller

    7 months ago

    London, United Kingdom Unite People Full time

    **Are you looking for a Document Controller role working on a rail and civils project for a large civil engineering contractor?** **Main Responsibilities**: - Preparing, operating and updating document control procedures - Ensuring all documentation meets format requirements and client/company standards - Producing document progress reports for Project...