Document Controller

**Overview**
The Document Controller and Admin Assistant plays a critical role in managing the flow of project documents and providing general administrative support within a construction company or project environment. This position ensures that all documentation is organized, up-to-date, and distributed properly while supporting day-to-day office operations.

**Key Responsibilities**:
**1. Document Control**:

- Document Management: Receive, track, and manage construction-related documentation, including drawings, specifications, contracts, reports, RFIs, and submittals.
- Filing Systems: Maintain accurate and systematic filing systems, both physical and electronic, ensuring easy retrieval and secure storage of all documents.
- Version Control: Ensure all documents are updated, properly labelled, and available to authorized personnel. Maintain version control to prevent confusion between old and new revisions.
- Compliance and Audits: Ensure that all documents adhere to company and project-specific procedures. Assist during audits to provide required documentation.
- Distribution: Distribute documents to relevant project stakeholders, ensuring timely delivery of critical information.
- Archiving: Manage the archiving process for all completed project documentation and ensure records are stored according to company policies and industry standards.

**2. Administrative Assistance**:

- Office Support: Provide general administrative support to the project team, including filing, typing, copying, scanning, and answering phones.
- Meeting Coordination: Schedule and coordinate meetings, take minutes, and follow up on action points as required.
- Data Entry: Input data into various systems or spreadsheets related to project tracking, timesheets, and other administrative functions.
- Travel and Accommodation: Arrange travel itineraries, accommodations, and transport for staff as required.
- Ensuring site information is correctly completed and stored and providing assistance with site software Procore

**Skills and Qualifications**:

- Education: GCSE maths & english, a diploma/further education in administration, document control, or related fields.
- Experience:

- Minimum 2 years of experience in document control or administrative roles, within the construction or engineering sector.
- Familiarity with construction documentation and processes.
- **Technical Skills**:

- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Experience with document control software or project management tools (e.g., Aconex, Procore, Viewpoint).
- Basic knowledge of construction terms and processes.
- Organizational Skills: Strong attention to detail and ability to manage multiple tasks while prioritizing work.
- Communication: Excellent written and verbal communication skills.
- Problem Solving: Ability to identify issues and work towards effective solutions independently.
- Teamwork: Able to work collaboratively in a fast-paced construction environment.

**Key Competencies**:

- Attention to Detail: Ensures accuracy in documents and follows processes diligently.
- Time Management: Effectively prioritizes tasks to meet deadlines in a dynamic environment.
- Confidentiality: Handles sensitive information with discretion and maintains confidentiality.
- Adaptability: Flexible and able to adjust to changing priorities and work environments.
- Proactive Attitude: Takes initiative to support team members and ensures smooth operation of office and document workflows.

Tenacious: to see jobs through to conclusion and complete tasks

**Working Conditions**:

- This position may involve occasional site visits and interaction with on-site staff.
- Typical office environment, but may require occasional overtime to meet deadlines, especially during peak project periods.

This role is crucial in ensuring that project documentation is organized, accessible, and compliant with regulatory requirements while also providing administrative support to ensure smooth office operations in the construction environment.

Pay: £30,000.00 per year

**Benefits**:

- Company car

**Education**:

- A-Level or equivalent (required)

**Experience**:

- Document control: 1 year (required)

Work Location: In person

Application deadline: 05/09/2025