Project Administrator and Document Controller Role Purpose
We are seeking a highly organised and proactive Administrator and Document Controller to join our team in the cable lay and burial sector. The successful candidate will play a critical role in supporting project organisation by ensuring that all administrative tasks and document control procedures are efficiently managed. This position requires a keen attention to detail, excellent organisational skills, and the ability to work collaboratively in a fast-paced environment.
Key Areas of Responsibility Document Control
Manage, control, and distribute project-related documents, drawings and reports. • Ensure that all project documentation is filed, archived, and easily retrievable according to Company standards and project requirements. • Own and maintain document registers, ensuring accuracy and currency. • Ensure compliance with project and industry-specific documentation standards. • Handle the flow of documentation between internal teams, clients, contractors and other stakeholders. • Assist with internal and external audits by providing required documentation and records. • Monitor deadlines, report any compliance issues and follow up on action items. • Regular status reporting on documentation progress. • Coordinate and agree with the client on the project submission process and register format. • Organise regular alignment meetings with client. • Serve as the point of contact for document control queries and provide guidance on document management processes. • Liaise with clients, subcontractors and suppliers to ensure effective communication and document exchange.
Administration • Be the single point of contact for the project when it comes to project organisation, internal and official document storage. • Be the Company’s project point of contact for project admin related subjects. • Provide general administrative support to project managers and teams, including scheduling meetings, booking travel arrangements and handling correspondence. • Organise and maintain the project Sharepoint site, ensuring compliance with Company processes. • Prepare and distribute meeting agendas, minutes and reports as required. • Assist in the preparation and formatting of documents, presentations and project proposals. • Maintain and update project management systems and databases. • Coordinate with Procurement, Finance, and other departments to facilitate a smooth project execution.
Document Control • Maintain and update document control procedures to ensure all project-related documents are properly filed and indexed. • Distribute and track documents, such as engineering drawings, technical specifications, reports and contracts, ensuring all team members have access to the latest versions. • Ensure compliance with document control standards, including naming conventions, version control, and filing systems.
• Organise and maintain both electronic and physical document archives for easy retrieval. • Ensure timely distribution and submission of documentation to relevant internal and external stakeholders
Administration • Provide administrative support to project managers, engineers and other team members, including arranging meetings, booking travel and handling correspondence. • Assist in the preparation and formatting of project documentation, such as reports, presentations and technical submissions. • Manage deadlines tracking systems and send consequent reminders. • Track project schedules, monitor milestones and follow up on deadlines, ensuring project documentation and tasks are completed on time. • Manage project calendars, coordinate team meetings, and record and distribute meeting minutes. • Support the Procurement team by helping with documentation related to suppliers and subcontractors. • Assist in the organisation of events such as team buildings, offsite client meetings etc. • Coordinate with other departments to ensure project team has the required IT tools and has the required inductions.
Document Control • Master Document Registers kept up to date. • Documents issued as per project and business processes. • Documents issued on time and any delays fully understood. • Roll out training on document control processes. • Agreed and working submission process with client.
Administration • Timely completion of administrative tasks. • Proactive approach. • Demonstrate understanding of the project requirements. • Well organised project folder. • Well organised project events.
Key Behaviours (identify the personal skills associated with the role (i.e., communication, teamwork). This shall form the behavioural element of the competence matrix). • Strong organisational skills with an ability to manage multiple tasks and priorities. • Excellent written and verbal communication skills. • Attention to detail and a high level of accuracy. • Ability to work under pressure and meet deadlines in a dynamic project environment. • A proactive, solution-oriented approach with strong problem-solving skills.
Essential Qualifications • Proficiency in document management systems (DMS), project management software and Microsoft Office Suite, especially Teams and Sharepoint.
Desirable Qualifications or Equivalent Experience • Familiarity with engineering drawings, technical documentation and industry standards (e.g., ISO, IMCA) is preferred.