Job Description
United Infrastructure is recruiting for a Site Administrator / Document Controller to work with the Energy Team on Project in the NE of England. This role will be supporting the Project manager and the project team with activities related to the project lifecycle, including project administration, document management, project reporting and maintenance of the Electronic Documents Management system.
As a United Infrastructure Document Controller:
· You will provide a valuable link between the project and other departments, supporting the project team assisting with document formatting, templates, and best practices.
· Manage document versions and ensuring that the latest versions are always accessible
· Liaising with all levels of the project team and potentially external parties. and distributing project related information in an appropriate secure manner
· You will be the owner of the assigned project document registers, document management systems and processes
· You will manage and control the flow of documents and information on projects, Project documents will include deliverables, technical queries, vendor / other third party or sub-contractor documents, client documents and commercial documents and communications
· You will be able to provide an accurate and up-to-date status of the information / document flow whenever requested
· You will be pro-active in advising when the next review / approval phase of a document is expected based on planned dates provided by the project team and review cycle timeframe with the clients
· You will check outgoing documentation for consistency, format and document numbering before transmittal to our clients
· Maintain (F Drive/SharePoint and/or Client CDE). Ensure information stored on Client's CDE is permanently available or transferred to the UI operational project folders prior to contract completion.
· Allocate document numbers as per the UI or Client specified Document Numbering procedure.
· Review document details, ensure they are correct prior to issue (e.g. doc number, revision, status (reason for issue), title, date, page numbering, header, footer, template used, print set-up, signatures).
· Train team members on document management processes and systems
· Preparing both regular and ad-hoc project reports as required
· This is a site based role
Qualifications
· Experience in a professional Project Administration and/or Document Control role
· Excellent interpersonal skills and the ability to communicate with people at all levels
· Knowledge and experience of operating IT systems, i.e., Microsoft Word, Excel and Outlook.
· Knowledge of Electronic Document Management Systems such as Aconex and SharePoint
· Strong ability to liaise with teams and troubleshoot document issues.
· Exceptional administration and organisation skills for document storage and upkeep of document register
· Proactive and assertive for chasing and expediting documents
· Previous BP and/or Costain project experience is desirable