Job Description
Role Definition
The Document Controller / Project Administrator will be responsible for providing Document Control and administrative support in all aspects of the project lifecycle, ensuring that we are at all times delivering a high-quality service and in accordance with legislation and Pure DC’s policies and practices.
They will have strong organisational, communication and IT skills with the ability to deliver high-quality work whilst managing several conflicting priorities and will demonstrate a high level of energy, commitment and enthusiasm for their work.
Please note this is a full time office based role in Brent Cross.
Core Responsibilities
Document Control
* Manage classification, sorting, indexing, filing, archiving and retrieval activities of all documentation within the Project SharePoint folders and maintain in line with Pure standards
* Manage Aconex as Project Level Administrator i.e. manage the document review and assurance process, workflows and template set-up, maintain the Aconex project directory and regularly update external users, produce system reports, and track and chase overdue tasks
* Maintain the Document Register/MIDP, and quality assurance of received information
* Support all project stakeholders in the use or Pure EDMS in line with Pure’s BIM requirements
* Production of internal reports and documents in accordance with company standards & branding and assist the teams with general administration as needed
* Work alongside colleagues to support delivery on any project where there is a greater need for capacity, or to cover sickness or absences where needed
Administration
* Administration of expenses for Senior Managers
* Ensuring the office is clean and fully stocked
* Planning/coordinating the commitments and meetings on site
* Arrange couriers as required
* Supporting the Campus Director or Senior Management Team with:
* managing diaries, ensuring they are up-to date
* travel /accommodation bookings
* Arranging meeting rooms
* Organising internal and external events, including drafting itineraries, preparing agendas, PowerPoint presentations, and circulation of papers Welcoming guests and customers in a professional manner whether in person or on the telephone; answering or directing inquiries
* Actioning day to day ad hoc administration, filing, printing and production of documents in a timely fashion
* Monitor and manage critical dates for the project and ensuring key stakeholders are kept informed at all times of schedule
* Manage the production of documents and emails and check work carefully for accuracy and layout
Knowledge and Skills
* Proven experience of managing high level priorities, with a hands-on, practical approach
* Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverable
* Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges
* Positive can-do attitude with the ability to adapt to change
* Proven experience of managing high level priorities, with a hands-on, practical approach
Note: The successful candidate will be required to complete pre-employment screening to BS7858:2019, or national equivalent. (Covers: Confirmation of identity, legal right to work, financial probity, criminal history and associations with proscribed organisations). It is the policy of Pure DC that all individuals have a responsibility for the security and protection of company’s Information and IT Resources over which they have control, according to their role.