Administrator / Document Controller

7 days ago

Liverpool, United Kingdom HMS Full time

Join our dedicated team and play a vital role in driving successful project delivery by ensuring efficient documentation management, regulatory compliance, and seamless communication.

We are seeking a proactive **Administrator / Document Controller** to provide essential support to HMS project delivery teams, enhance the use of Procore, and maintain the integrity of construction documentation.

This role is based across Liverpool, St Helens, and Warrington.

**Responsibilities**:

- Manage the control, organisation, distribution, and filing of all project documentation, including contracts, RFIs (Requests for Information), submittals, drawings, reports, and meeting minutes.
- Ensure timely and structured filing of documents using Procore.
- Maintain accurate version control and document revision tracking to uphold a comprehensive project record.
- Implement robust document control procedures to track and record stakeholder approvals.
- Control document distribution across internal teams and external partners.
- Ensure all stakeholders are consistently updated with the latest project information by distributing and tracking RFIs, submittals, and drawings.
- Verify compliance of all documentation with regulatory requirements, project specifications, and quality standards.
- Conduct audits of document management processes to ensure accuracy, consistency, and proper archival of historical records.
- Serve as the lead administrator for Procore, managing configuration, user permissions, and system setup.
- Maintain and refine project templates, workflows, and platform tools to optimise efficiency.
- Provide onboarding, training, and ongoing Procore support for project teams, subcontractors, and stakeholders.
- Act as the primary point of contact for troubleshooting Procore-related issues and resolving them promptly.
- Generate and distribute performance reports from Procore to enhance project outcomes.
- Act as the central contact for all drawing and document control matters.
- Record and retain project information within HMS’s central document management systems.
- Support project planning by assisting teams in the early stages of projects.
- Compile and deliver comprehensive O&M manuals during project handovers.
- Collaborate with site teams to identify and implement cost-saving measures.
- Prepare and deliver periodic written reports for managers and directors, summarising trends and key activities.
- Attend meetings, take minutes, and distribute action points to relevant stakeholders.

**Skills & Experience**:

- A commitment to professional development.
- Experience with Power BI and data visualisation tools.
- Proficiency in document control and project administration.
- Familiarity with Procore or similar construction management platforms.
- Experience in a construction or maintenance contracting environment.
- Advanced technical, numerical, and analytical abilities.
- Detail-oriented with excellent organisational skills.
- Ability to create insightful operational reports.
- A valid UK or EU driving license.

**Interview Process**:
**Additional Information**:
Each successful applicant will be required to complete the following pre-employment checks prior to a start date being agreed:

- Right to work verification
- Qualification certificate check
- 2x Completed references
- OH Health Questionnaire - Fit For Work
- DBS check (if required for role)

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