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Project Administrator

4 months ago

Westhill, United Kingdom Infinity Oilfield Engineering Limited Full time

Infinity are currently recruiting for a Project Administrator / Document Controller. The role will have competing demands, supporting the Infinity team and project teams.

**Project Administration duties**:

- Organising meetings, internal and external, including with booking meeting rooms and making logistics arrangements
- Taking minutes at related meetings
- Maintaining relevant tracking spreadsheets
- Support resourcing activities by carrying out tasks such as to commercial / recruitment team with CV formatting
- Support on Word and PowerPoint formatting
- Updating data on Excel
- Assist Business Services Manager and Support Services Team where required
- Assist HSE Advisor / Lead with Management System updates where required
- Provide Admin/Secretarial support to Directors and Project Teams as required

**Document Control Duties**:

- Ensure all project documents are managed in line with procedures
- Undertake control of all documentation entering and leaving the Project, including registering, numbering, filing and distribution, using Document Management Systems
- Act as DC Focal Point for controlled documentation, records, and correspondence, providing direct support to the Project Teams and/or end client
- Recording and distributing Contractor & 3rd Party Documentation interfacing with their Document Control Teams
- QA checking of receipted Documents from Contractors and 3rd Parties prior to distribution to Project Team
- Supporting the Business Services Manager with management and control of Project Templates
- Updating Electronic Document Management System and supporting systems
- Main point of contact for sending documentation across to end client

**Minimum Requirements**:

- Knowledge of ISO9001 requirements for control of documents
- Experience in use of Electronic Documentation Management Systems from operator or vendor side,
- Experience in use of Business/Integrated Management Systems an advantage,
- Advanced knowledge of engineering and design documentation types and numbering,
- Excellent organisational, presentation and communication skills,
- Experience of/desire to progress to, leading a team,
- Proficient in Office 365
- Previous experience in a Project Admin / Document Control role

**Job Types**: Full-time, Fixed term contract, Freelance, Zero hours contract

**Benefits**:

- Casual dress
- Free parking
- On-site parking
- Referral programme

Schedule:

- 8 hour shift

Application question(s):

- Are you willing and able to work in the Infinity office based in Westhill, Aberdeenshire?
- What is your current salary or rate?
- What is your current notice period, if applicable?

**Experience**:

- Document control: 3 years (preferred)
- Project Administration: 3 years (preferred)

Work authorisation:

- United Kingdom (required)

Work Location: One location