Administrative & Document Control Coordinator

Office Angels; Brentwood; On-site; GBP 27,000 - 32,000; Full time

Job summary

Office Angels is seeking an Administrative & Document Control Coordinator to support architectural projects with precise document control and project administration.

You will develop Excel-based tracking, automate reporting, and streamline processes while ensuring accurate records across live projects. The role emphasizes initiative, ownership, and improving efficiency within a growing practice.

Qualifications

• Advanced Microsoft Excel skills.
• Experience improving business processes and systems.
• Excellent attention to detail.
• A proactive and solutions focused approach.
• Strong organisational and time management skills.
• The ability to work independently and manage competing priorities.
• Excellent communication skills and a professional telephone manner.

Responsibilities

• Managing incoming calls and general business enquiries.
• Maintaining project registers and document tracking systems.
• Uploading and downloading architectural drawings via client portals and cloud-based platforms.
• Controlling document versions and ensuring accurate project records are maintained.
• Converting, saving and organising drawing files and PDF documentation.
• Providing administrative support across multiple live projects.
• Developing and enhancing Excel-based tracking systems and reporting tools.
• Creating automated spreadsheets, linked worksheets and project dashboards.
• Streamlining existing processes to improve efficiency and reduce administrative workload.
• Supporting Directors and project teams with operational administration.
• Learning basic AutoCAD functions to access and manage project drawings.

Skills

Advanced Excel

Administration

Process improvement

Attention to detail

Time management

Independence

Communication

Tools

AutoCAD

Job description

Administrative & Document Control Coordinator

Salary: £14.50 per hour
Hours: Monday to Friday, 9:00am - 5:30pm
Contract: Temporary to Permanent Opportunity

About the Role

Our client, a well established and growing architectural practice, is seeking a highly organised and proactive Administrative & Document Control Coordinator to play a key role in supporting the smooth running of the business.

This is far more than a traditional administration position. You will become the central point for document control, project administration and process improvement, ensuring information is managed efficiently and accurately across multiple live projects.

Alongside day to day administration, you will have the opportunity to review existing processes, identify areas for improvement and develop intelligent Excel based systems that enhance efficiency, reduce manual input and improve reporting capabilities across the business.

This is an excellent opportunity for an organised problem-solver who enjoys taking ownership, improving processes and making a genuine impact.

Key Responsibilities

• Managing incoming calls and general business enquiries.
• Maintaining project registers and document tracking systems.
• Uploading and downloading architectural drawings via client portals and cloud-based platforms.
• Controlling document versions and ensuring accurate project records are maintained.
• Converting, saving and organising drawing files and PDF documentation.
• Providing administrative support across multiple live projects.
• Developing and enhancing Excel-based tracking systems and reporting tools.
• Creating automated spreadsheets, linked worksheets and project dashboards.
• Streamlining existing processes to improve efficiency and reduce administrative workload.
• Supporting Directors and project teams with operational administration.
• Learning basic AutoCAD functions to access and manage project drawings.

Advanced Excel Skills Essential

Excel expertise is a fundamental requirement for this role.

• Create sophisticated Excel trackers and databases from scratch.
• Build linked spreadsheets that automatically pull information from multiple sources.
• Develop formulas, lookups and automated processes to minimise manual data entry.
• Create intelligent reporting systems that enable efficient project management.
• Analyse existing workflows and identify opportunities for improvement.
• Produce accurate, professional and highly efficient management reports.

About You

• Strong administration experience.
• Advanced Microsoft Excel skills.
• Experience improving business processes and systems.
• Excellent attention to detail.
• A proactive and solutions focused approach.
• Strong organisational and time management skills.
• The ability to work independently and manage competing priorities.
• Excellent communication skills and a professional telephone manner.

Ideal Candidate

We are looking for someone who doesn't simply use spreadsheets but genuinely enjoys creating smarter ways of working. You will be capable of understanding how information flows across projects, building robust Excel based systems from the ground up and simplifying complex administrative processes through automation and intelligent reporting. You will naturally identify inefficiencies, take ownership of solutions and continuously look for ways to improve accuracy, visibility and productivity across the business.

If you are a highly organised administrator with advanced Excel skills and a passion for process improvement, we would love to hear from you.

Office Angels is an employment agency and business. We are an equal-opportunities employer who puts expertise, energy and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, abilities and more. By showcasing talents, skills and unique experiences in an inclusive environment, we help individuals thrive. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you.

By applying for this role your details will be submitted to Office Angels. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.