Warning
Mae'r hysbyseb swydd hon wedi dod i ben ac mae'r ceisiadau wedi cau.
Document Controller
| Dyddiad hysbysebu: | 13 Medi 2024 |
|---|---|
| Cyflog: | £30,000 bob blwyddyn |
| Oriau: | Llawn Amser |
| Dyddiad cau: | 13 Hydref 2024 |
| Lleoliad: | Carrington, Manchester |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | Gallaway Construction Ltd |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | DocC Sept 24 |
Crynodeb
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.
- Communication: Assist with internal and external communications, including drafting emails, letters, and memos for management and team members.
- 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
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.
- Communication: Assist with internal and external communications, including drafting emails, letters, and memos for management and team members.
- 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