Document Controller/Office Manager

4 days ago

Harwell, Oxfordshire, United Kingdom Leo Lynch Full time £40,000 - £80,000 per year

About Us
Since the 1950s, Leo Lynch has been providing the pharmaceutical, semiconductor, industrial, food, commercial and retail industries with professional project management and high calibre craftsmanship. At Leo Lynch, we build and manage complex engineering & construction projects for the world's leading corporations. Our solutions help deliver technologies that connect people, communities and businesses, giving them the power to achieve incredible things. Leo Lynch employs the best people, invests heavily in training and education, and ensures that the highest standards of health, safety and governance are applied throughout the organisation.

Responsibilities
Office Management:

  • Oversee the day-to-day running of the office/site office, ensuring it is well-organised, stocked, and compliant with health and safety protocols.
  • Act as a central point of contact for visitors, deliveries, staff queries, and general office coordination.
  • Manage office supplies, equipment maintenance, and liaise with vendors or support services as needed.
  • Coordinate meetings, events, and travel arrangements for project or leadership teams.
  • Liaise with HR and IT to coordinate onboarding for new joiners, ensuring all IT set up and access requirements are in place on day one.
  • Track and maintain stock levels of IT equipment (laptops, phones, accessories) for both joiners and leavers, ensuring all assets are recorded, issued, and returned appropriately.

Document Control

  • Set up and maintain accurate filing systems (electronic and hard copy) for project documentation in accordance with internal QA procedures and client requirements.
  • Manage and control the flow of project documents including technical submittals, RFIs, drawings, method statements, risk assessments, and handover documentation.
  • Maintain version control and ensure all stakeholders are working from the latest approved documents and drawings.
  • Upload and track documentation on document management platforms such as Aconex, Procore, Viewpoint, or client-specified systems.
  • Liaise with project engineers, QS teams, subcontractors, and clients to gather and issue documentation as required.

Compliance & Reporting

  • Ensure all documentation meets quality standards and audit requirements.
  • Support project teams in preparing for internal and external audits.
  • Generate reports on document status, outstanding approvals, and deliverable schedules as required.
  • Assist with compiling O&M manuals, health and safety files, and project closeout documentation.

Candidate Requirements

  • Strong Administration experience.
  • Proficiency in document management software (e.g. Dallux, Aconex, SharePoint or similar)
  • PC literate with competency in Microsoft Word, Excel, Outlook.
  • Ability to liaise and manage all site paperwork.
  • Experience in the construction or engineering industry essential.
  • EIDA experience advantage but not essential as full training will be given.
  • Attention to detail.
  • Ability to multitask and work under pressure.
  • Strong interpersonal and Organisational skills.
  • Pride in the quality and presentation of work.

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