Document Controller (Site Based)

Instrotec Ltd; Dresden; Vor Ort; EUR 38.000 - 48.000; Vollzeit

Zusammenfassung

Instrotec Ltd. is seeking a Site-Based Document Controller to join our European operations in Dresden, Germany.

You will provide comprehensive administrative and document control support across the project lifecycle, coordinating with the project team, engineers and subcontractors to ensure timely and compliant documentation. The role emphasizes maintaining records, managing document registers, and facilitating efficient document workflows on site, with opportunities to contribute to project

Qualifikationen

• Previous experience as Document Controller, Site Administrator, Project Administrator or similar role.
• Experience in construction, engineering, or M&E industry.
• Strong organisational and administrative skills with high attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced site environment.
• Excellent communication with internal teams, clients, and subcontractors.
• Strong IT skills, particularly Microsoft Office Suite.
• Ability to maintain accurate records and confidentiality.

Aufgaben

• Maintain site records including attendance, training, permits and compliance documents.
• Assist with inductions, onboarding documentation and personnel records.
• Register, track, distribute, and file project documentation.
• Maintain accurate document registers and ensure up-to-date information.
• Upload and track drawings, specifications, reports, submissions and technical docs.
• Maintain electronic and hard copy project filing systems.
• Manage document workflows via platforms like SharePoint.
• Ensure compliance with client and project document procedures.
• Provide general admin support to the Project Management Team and site personnel.
• Coordinate meetings with agendas, minutes and action trackers.
• Maintain project trackers, reports and spreadsheets.
• Assist with procurement administration, delivery records and material tracking.
• Support weekly and monthly project reports.
• Handle incoming/outgoing project correspondence.
• Assist with travel, accommodation and site logistics as required.
• Support close-out and archiving of project documentation.

Kenntnisse

Attention to detail

Organisational skills

Communication skills

Multitasking

Team collaboration

Tools

Microsoft Word

Excel

Outlook

PowerPoint

SharePoint

Jobbeschreibung

Site-Based Document Controller

Location: Dresden, Germany

Project: New Build Semiconductor Facility

Employment Type: Full-Time, Indefinite | Immediate & Upcoming Start Dates

About Instrotec

Instrotec Ltd. is one of Ireland's leading Electrical & Instrumentation contractors, delivering complex projects across the Data Centre, Pharmaceutical, Semiconductor, Industrial, Energy and Commercial sectors throughout Ireland and mainland Europe.

Following the award of a major new semiconductor project in Dresden, Germany, we are seeking an experienced Site-Based Document Controller to join our growing European operations team.

This is an excellent opportunity to become part of a high-performing project team delivering one of Europe's most advanced manufacturing facilities.

Role Overview

Reporting to the Project Management Team, the Site-Based Document Controller / Site Administrator will be responsible for providing comprehensive administrative and document control support throughout the project lifecycle.

The successful candidate will play a key role in ensuring project documentation is accurately managed, maintained, and distributed in line with company procedures, client requirements, and project deadlines. Working closely with the Project Management Team, engineers, supervisors, subcontractors, and client representatives, the role will support the smooth delivery of project operations by maintaining effective document management systems and providing day-to-day administrative support to the site team.

Key Responsibilities

• Maintain site records, including attendance records, training records, permits, and compliance documentation.
• Assist with site inductions, onboarding documentation, and maintaining personnel records.
• Manage the receipt, registration, tracking, distribution, and filing of project documentation.
• Maintain accurate document registers, ensuring all information is controlled and up to date.
• Upload, issue, and track drawings, specifications, reports, submissions, and technical documentation.
• Maintain project filing systems, both electronic and hard copy.
• Manage document workflows through platforms such as SharePoint.
• Ensure compliance with client and project-specific document control procedures.
• Provide general administrative support to the Project Management Team and site personnel.
• Support the coordination of meetings, including preparation of agendas, minutes, and action trackers.
• Maintain project trackers, reports, and spreadsheets.
• Assist with procurement administration, delivery records, and material tracking.
• Support the preparation of weekly and monthly project reports.
• Manage incoming and outgoing project correspondence.
• Assist with travel, accommodation, and site logistics administration where required.
• Support the close-out and archiving of project documentation at project completion.

Essential Requirements

• Previous experience in a Document Controller, Site Administrator, Project Administrator, or similar role.
• Experience working within the construction, engineering, or M&E industry.
• Strong organisational and administrative skills with excellent attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced site environment.
• Excellent communication skills with the ability to liaise with internal teams, clients, and subcontractors.
• Strong IT skills, particularly Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to maintain accurate records and ensure confidentiality of information.

What We Offer

• Long-term European project with excellent career progression.
• Opportunity to work on one of Europe's flagship semiconductor developments.
• Collaborative and supportive project environment.
• Employee Assistance Programme