Office Support Coordinator
4 weeks ago
We are seeking an experienced Document Control Specialist to join our team at Colas Rail UK. As an Office Support Coordinator, you will play a vital role in maintaining effective control of all programme/project documentation, consistent with national standards and processes.
Key responsibilities include establishing and maintaining document control processes and storage, monitoring compliance with document control processes and procedures, controlling information flows with external suppliers, and undertaking general office administration duties.
You will also be responsible for organising meetings, producing and disseminating documentation, taking minutes, and following up on actions. Additionally, you will provide a consistent telephone presence, deliver excellent customer service levels, and maintain an efficient filing system.
The ideal candidate will have advanced use of Microsoft Office, relevant experience of document control processes and techniques, and a passion for delivering high-quality administrative support.
We offer a competitive salary, 34 days annual leave, industry-leading life assurance, and a range of other benefits. We are committed to fostering an inclusive and diverse workplace, and we welcome applicants from all backgrounds.
Key Responsibilities- Establish and maintain document control processes and storage soft and hard copy media for all Alliance design and construction products.
- Monitor so that the Alliance programme and project teams comply with document control processes and procedures.
- Control information flows with external suppliers in accordance with document control requirements.
- Undertake general office administration duties including control of all mail, co-ordinating diaries, processing and maintaining personnel records.
- Organise meetings and the production, collation and dissemination of documentation for and resulting from them.
- Provide a consistent telephone presence on behalf of the team delivering excellent customer service levels.
- Maintain an efficient filing system paying particular attention to records of standing meetings, statutory records and authorisations.
- Utilise financial and procurement systems and act as Local Purchasing Agent (where directed) by ordering stationery and other office consumables as required.
- Report team problems e.g. IT and office facilities and monitor response.
- Undertake administrative tasks as directed including technical literature searches for the team.
Essential
- Advanced use of Microsoft Office.
- Relevant successful experience of document control processes and techniques.
Desirable
- Knowledge of the railway industry.
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