Construction Administrator/Document Controller

Clark Contracts Ltd; Glasgow; On-site; GBP 25,000 - 45,000; Full time

Job description

Founded in 1978, Clark Contracts Ltd is a privately owned main contractor with several operating divisions: Construction, Fit Out, Small Works, Retail, Housing, Maintenance, and Manufactured Joinery. We employ over 250 people with offices in the East and West of Scotland.

We are seeking a highly organised and detail-oriented Construction Administrator/Document Controller to manage and maintain all project-related documentation for our construction projects. The ideal candidate will play a crucial role in ensuring the accuracy, consistency, and timely distribution of documents to project stakeholders, contributing to the smooth and compliant operation of our construction activities.

Role & Responsibilities

1. Manage and control the flow of all construction documents, including drawings, specifications, contracts, RFIs, submittals, and change orders.
2. Set up and maintain an organised document control system (both physical and digital).
3. Distribute project documentation to relevant parties, ensuring version control is maintained.
4. Track the status of documents submitted for review and approval.
5. Liaise with contractors, consultants, engineers, and internal teams to ensure documentation requirements are met.
6. Ensure compliance with company and industry document control standards and procedures.
7. Archive and retrieve documents as needed during and after project completion.
8. Assist with audits and ensure document traceability throughout the project lifecycle.
9. Fully embrace the company's Customers 1st campaign to continually improve how we deal with our customers.
10. Provide general administrative support, including document preparation, scanning, filing, and correspondence.
11. Assist in calendar management, scheduling meetings, arranging site visits, and coordinating appointments.
12. Prepare and distribute project reports, meeting minutes, and presentations.
13. Liaise with commercial, accounts, and buying departments regarding procurement, purchase orders, and hire tracking.
14. Support financial administration, including processing expenses, maintaining records of invoices, and time/allocation sheets.
15. Track project progress, timelines, and key deliverables, flagging potential delays.
16. Maintain and update the quality management system to ensure compliance with ISO and industry regulations.
17. Collate and issue health & safety documentation pre/during/post-contract.
18. Facilitate communication between site teams, operatives, and external stakeholders (subcontractors, consultants, and clients), issuing notifications, variations, technical submittals, RFIs, CVIs, and requisitions.
19. Organise and track plant and material hire & requisitions, ensuring timely procurement and return of resources.

Candidate

1. Proven experience as a Document Controller in the construction industry or a related field.
2. Excellent knowledge of Microsoft Office Suite (Word, Excel, Outlook).
3. Strong attention to detail and organisational skills.
4. Ability to work independently and manage multiple priorities.
5. Knowledge of construction terminology and documentation lifecycle.
6. Strong communication and interpersonal skills.
7. Knowledge of UK construction regulations and industry standards.

Why work for us?

At Clark Contracts Ltd, we offer more than just a job. We are committed to investing in our employees and providing opportunities for personal and professional growth. In addition to a competitive salary (negotiable based on experience), you will benefit from:

1. 33 days annual leave entitlement (This is inclusive of 8 public holidays), with the option to purchase additional holidays.
2. Career progression opportunities.
3. Ongoing training and development.
4. Contributory personal pension scheme.
5. Access to the company's Employee Assistance Programme which includes support for both you and your family (conditions apply) as well as a team of Mental Health First Aiders.
6. Cycle to Work Scheme.
7. Group Life Assurance.
8. Critical Illness Income Protection.
9. Company Sick Pay.
10. Enhanced Paternity and Maternity Pay.
11. Eyecare Vouchers.
12. Employee volunteering scheme.
13. Additional holidays for long service.

This is a full time, permanent position. We are an equal opportunities employer and welcome applications from all suitably qualified candidates.

Candidates who apply for this role will have their data stored for the purpose of the recruitment process. The storage of your data complies with The General Data Protection Regulation. Full details of what is stored and how can be found in our Recruitment Privacy Notice, which is in the Media Centre of our website, under the downloads section.