Project Administrator / Document Controller
Join to apply for the Project Administrator / Document Controller role at Enshore Subsea
Project Administrator / Document Controller
Join to apply for the Project Administrator / Document Controller role at Enshore Subsea
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 projectorganisation 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.
* 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.
Key Tasks
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.
Key Measurables
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
* 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.
Education and Qualifications Specific to Role
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.
* Previous experience with offshore projects in the oil and gas and renewables energy is preferred.
Demonstrable Experience Specific to Role
* Previous experience in an administrative and document control role.
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Full-time
Job function
* Job function
Project Management and Information Technology
* Industries
Services for Renewable Energy
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