Document Controller – Job Ref PP03



Purpose of the Role:
The role is to manage the functions associated with the operations of the company and the running of the office and be an integral part of the team.
You will responsible for all Document Control matters including:

  • Production and updating of Project and Framework Trackers
  • Producing and updating Project Manager’s Workload Tracker
  • Supporting the Project Manager’s / Contract Manager’s as required and ensure continuity of processes and quality
  • Take responsibility for and managing/maintaining our Sub‐Contractor and Supply Chain Database
  • Liaising with clients/sub‐contractors/design teams/colleagues
  • Ensuring document processes are in place and available for audit if required
  • Issue and log benchmarking, CSQ and MI scoring
  • Attending internal meetings and taking minutes
  • Updating BIW (or similar) as and when required
  • Ensure that documents and drawings are issued to relevant recipients as required
  • Create and raise internal job numbers and folder
  • Assisting with the production of Case Studies which are incorporated into our company literature and Website
  • Maintaining document and drawing registers as required
  • Generally assisting the Project Teams and Managers as required
  • Assisting as required with the issuing of O&M’s
  • Organising Operations Meetings, Agendas and Minutes
  • Look after the company Mobile Phone Account
  • Answering telephone and dealing with queries
  • Copying and printing

In addition, you will be assisting with:

  • Travel and accommodation arrangements for Contract Managers and Project Manager (hotels, trains, flights etc)
  • Ordering of any project site requirements, i.e. stationery, PPE, clothing
  • Keeping supplies of tea, coffee, sundries in stock
  • Assist with keeping Office Asset List up to date
  • Organise destruction of confidential waste (periodically)
  • Arrange any annual servicing/maintenance of office items such as fire extinguishers, alarms, portable appliances
  • Organise couriers as necessary

This list is not exhaustive and can be subject to additions/deletions. Any Job Description changes will be confirmed in writing.

The Person:

  • Excellent communication and organisational skills
  • Able to communicate at all levels
  • Knowledge of BIW or similar project management/project extranet systems
  • Attention to detail
  • Able to work as part of a team and under own initiative
  • High levels of computer literacy
  • A personable nature
  • Sound administrative skills
  • Be extremely flexible
  • Achieving deadlines
  • Reliable and accountable
  • Sound time keeping

In addition, it would be advantageous but not essential if the candidate has a knowledge of the Construction Industry.