Administrator/Document Controller

Hall & Kay; Ascot; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking an Administration/Document Controller to support major projects in the construction sector. In this dynamic role, you will manage orders, documentation, and communication with project teams and clients, ensuring compliance with quality assurance systems. You will be part of a collaborative environment that values teamwork and effective communication. The company offers a competitive salary, generous holiday allowance, and a supportive work culture that emphasizes the importance of its people. If you are organized, proactive, and eager to contribute to impactful projects, this opportunity is perfect for you.

Benefits

25 days holiday plus bank holidays

Option to buy 5 days and sell 2 days

Contributory company pension scheme

Life Assurance

Private medical scheme

Qualifications

• Experience in administration within construction/engineering/FM industry.
• Excellent communication and interpersonal skills are essential.

Responsibilities

• Raise and process orders for materials and subcontract labour.
• Ensure all project documentation is up to date for audits.
• Liaise with customers and project teams to manage queries.

Skills

Interpersonal Skills

Communication Skills

Time Management

Organizational Skills

IT Skills

Tools

Database Systems

Portal Systems

Job description

Job Title: Administration/Document Controller

Location: Ascot - office based

Summary of Role

You will be responsible for the administration of the Major projects/Small Works/Gas & Detection project teams in London & the South plus the maintenance & up-keep of the QA documentation for all projects. You will be working closely with our Engineering teams to ensure all orders, timesheets are raised correctly & in a timely manner & to ensure the continued compliance of the QA systems for the projects.

What you will be doing

• Raising & processing of orders for materials, access equipment, plant & tools.
• Raising & processing of orders for sub-contract labour.
• Booking-In and issuing of RAMS and Permits, where required.
• Raising of new projects onto the accounting system & ensuring that current credit checks are obtained.
• Raising of Pre-Qualification Questionnaire documentation & liaising with client.
• Processing all paperwork & ensuring all project folders are kept up to date, with all associated documentation, ready for audit.
• Liaising efficiently with Customers, Project Managers/Engineers and the wider H&K Team.
• Processing of completion paperwork and workflow to finance.
• Producing Monthly performance reports and attending client calls/ supporting meeting.
• Actioning all Customer queries and requests in a timely manner, escalating as required.
• Processing & checking of timesheets for project teams, to ensure up to date & processed with accounts.
• Processing & checking of expense claims, ready for processing by accounts.
• General point of contact with in the office, to ensure all communications are forwarded to the correct person/department.

What we will need from you

• Experience in a similar role ideally within the construction/engineering/FM industry.
• Excellent interpersonal skills and communication skills to liaise with customers and stakeholders.
• Able to effectively manage time, organise and prioritise to meet demands.
• Comprehensive IT skills with experience of using database/portal systems.

What you can expect in return

• Salary Range competitive & negotiable depending on experience.
• 25 days holiday plus bank holidays and option to buy 5 days and sell 2 days.
• Contributory company pension scheme.
• Life Assurance.
• Private medical scheme.

Hours: 36.5 hours per week (Monday to Thursday 8.45 - 16.40, Friday 8.45 - 16:00)

Please note: You may be required to undertake a DBS check as part of your job role at Hall & Kay.

How to apply

Please submit a tailored CV detailing your experience relevant to this role.

Additional Company Information

At Hall & Kay, we deliver complex fire protection and security solutions to protect what matters most to our clients. As technical experts our focus is on the lifetime value of a project. Meaning we can design, supply, install, test and maintain all types of sprinkler, gas suppression, fire detection, and integrated security systems. With 140+ year trading experience and a strong project delivery culture, we are proud to have built lasting relationships with some of the UK’s most respected companies in all areas of industry and construction.

What sets us apart? Our culture. What we call ‘the Hall & Kay way’.…it’s a people thing. Put simply, we know we can achieve more when we work as a team - with clients, with the communities we serve and in our own business. Our people create safety every single day, using their skills and experience to adapt to changing situations and rise to the challenges presented to them. It’s our people that make us trusted to deliver.