Job Title: Project Document Controller & Assistant
Location: London
Department: Capital Projects / Engineering / Project Delivery Office
Reports to: Project Manager / Project Director
Status: Full-Time
Start Date: Ideally by August 2025 for onboarding and handover
Vacancy Status: Open – Actively Hiring
Position Summary:
We are seeking a highly organised and proactive Project Document Controller & Assistant to join our project delivery team in London. The role is vital in supporting large-scale capital projects within our pharmaceutical operations. You will be responsible for managing project documentation and providing administrative support to the wider team, ensuring smooth day-to-day operations and project compliance.
The ideal candidate is detail-oriented, reliable, tech-savvy, and capable of handling confidential information while coordinating with internal and external stakeholders.
Key Responsibilities:
Document Control (approx. 70–80%):
* Act as the primary administrator and point of contact for the project document control platform (e.g., Aconex, Asite, SharePoint, or equivalent).
* Maintain and update the document management system, ensuring proper version control, metadata tagging, and audit readiness.
* Coordinate document workflows: issue, review, approval, and distribution.
* Ensure all project documentation is accurately filed and organised in accordance with internal procedures and industry standards.
* Provide support during audits and project reviews by retrieving or compiling documentation.
* Train or support project team members and suppliers on document submission protocols.
Administrative & Team Support (approx. 20–30%):
* Assist with meeting coordination: scheduling, agenda preparation, note-taking, and follow-ups.
* Coordinate travel arrangements and logistics for the project team and visitors.
* Support internal expense submissions and vendor invoice processing in line with corporate policies.
* Maintain up-to-date team contact lists, project calendars, and resource trackers.
* Provide ad hoc support to project managers and engineers as required.
Required Qualifications & Skills:
* Proven experience in a similar role in a project environment, ideally within engineering, construction, or pharmaceutical industries.
* Strong working knowledge of document control systems (e.g., Aconex, Viewpoint, SharePoint, or similar platforms).
* Excellent organizational skills with high attention to detail and accuracy.
* Strong verbal and written communication skills in English.
* Proficiency with Microsoft Office Suite (Excel, Outlook, Word, Teams, PowerPoint).
* Ability to handle sensitive information confidentially and professionally.
* Capable of working independently and managing multiple priorities.
* Right to work in the UK.
Preferred Attributes:
* Experience supporting GMP/GxP or other regulated environments.
* Familiarity with construction/engineering document lifecycles and transmittal processes.
* Strong interpersonal skills and a proactive, team-oriented attitude.
* Willingness to learn and grow into more responsibilities within the project.