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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 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 all project documentation is filed, archived, and easily retrievable according to company standards and project requirements.
* 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 compliance issues, and follow up on action items.
* Provide regular status reports on documentation progress.
* Coordinate and agree with the client on the project submission process and register format.
* Organise regular alignment meetings with the 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 project organisation, internal and official document storage.
* Provide general administrative support to project managers and teams, including scheduling meetings, booking travel, 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 smooth project execution.
Document Control
* Maintain and update document control procedures to ensure proper filing and indexing of all project-related documents.
* 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 stakeholders.
Additional Administration
* Provide administrative support to project 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 reminders.
* Track project schedules, monitor milestones, and follow up on deadlines to ensure timely completion of documentation and tasks.
* Manage project calendars, coordinate team meetings, and record and distribute minutes.
* Support procurement documentation related to suppliers and subcontractors.
* Assist in organising team events and coordinating with other departments for IT tools and inductions.
Key Behaviours
* Strong organisational skills to manage multiple tasks and priorities.
* Excellent written and verbal communication skills.
* High attention to detail and accuracy.
* Ability to work under pressure and meet deadlines.
* Proactive, solution-oriented, 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 Experience
* Familiarity with engineering drawings, technical documentation, and industry standards (e.g., ISO, IMCA).
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