Aviation Documentation Specialist

3 weeks ago

London, Greater London, United Kingdom Dyer & Butler Full time

Job Summary:

Dyer & Butler is seeking a highly organized and proactive Documentation Manager to join our Aviation division. The successful candidate will be responsible for overseeing the preparation, review, management, and filing of documents, ensuring they meet all necessary standards and are submitted within the given timeframe.

Key Responsibilities:

  • Document Management:
  • Prepare, review, manage, and file documents for specific projects.
  • Copy, scan, store, and distribute technical documents as required.
  • Maintain up-to-date folders containing hard copies of all project drawings and the latest revisions.
  • Create, request, and manage document numbers to ensure consistent tracking.
  • Client Coordination:
  • Submit documentation to the client for review using their management system.
  • Attend project review meetings and routinely report to the documentation manager.
  • Maintain a strong relationship with the client through regular communication.
  • Quality Control:
  • Assess the quality and properties of all incoming and outgoing official documentation.
  • Ensure all project documentation is stored, maintained, and distributed correctly within Dyer & Butler's internal Electronic Document Management System (EDMS).
  • Project Support:
  • Create, populate, and manage live document trackers specific to the project, recording every document and transmittal.
  • Manage a live transmittal register and issue sheet to log all external transmittals.
  • Assist the wider project team (QS, CM, PM, etc.) with documentation-related tasks as required.
  • System Navigation:
  • Navigate and routinely monitor the client's project documentation portals to ensure alignment with their requirements.
  • Retrieve and follow up on files when required by employees or clients.
  • Process Improvement:
  • Create templates or documents as needed to improve documentation processes.
  • Provide feedback and suggestions for improving documentation management practices.

Requirements:

  • Highly organized with excellent attention to detail.
  • Proactive and methodical in approach, with the ability to prioritize workload.
  • Strong communication skills and a friendly, positive attitude towards work and deadlines.
  • Ability to work well under pressure and take instruction when needed.
  • Experience in the civil engineering or aviation industry is desirable.
  • Proficient in Microsoft Excel, Adobe, and Word.
  • Minimum of 2 years of experience in an administrative role.
  • Familiarity with document management systems such as Meridian and Asite is advantageous.

What We Offer:

  • Competitive salary and bonus scheme.
  • Pension plan and holiday entitlement.
  • Opportunities for personal and professional development within the civil engineering and aviation industry.
  • A supportive and dynamic work environment that encourages career progression.

Dyer & Butler is committed to providing equal employment opportunities for all individuals. We support the growth and development of our employees and encourage those who are dedicated and hardworking to progress their careers with us.

If you are a detail-oriented professional with a background in document management and are looking to take the next step in your career, we encourage you to apply.

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