Document Administrator

Brush Transformers; United Kingdom; Remote; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is on the lookout for a meticulous Document Administrator to streamline documentation processes. This role is pivotal in ensuring that all project documents are accurately managed and accessible, adhering to industry standards and company policies. The ideal candidate will possess a keen eye for detail and strong organizational skills, working collaboratively with various stakeholders to ensure the highest quality of document deliverables. Join a forward-thinking company that values innovation and commitment to excellence in engineering solutions as you contribute to impactful projects that drive progress towards net-zero infrastructure.

Qualifications

• 5 GCSE qualifications including Maths and English Language required.
• Proven experience as a document controller or similar role is essential.

Responsibilities

• Coordinate and manage documentation within the organization.
• Ensure compliance with industry regulations and company policies.
• Collaborate with project managers and engineers for document transmittals.

Skills

Microsoft Office

Microsoft SharePoint

Verbal Communication

Written Communication

Attention to Detail

Filing and Organizational Skills

Teamwork

Education

5 GCSEs including Maths and English

Tools

Electronic Document Management Systems (EDMS)

Job description

About The Role

Job Summary:

We are seeking a dedicated Document Administrator to coordinate and manage documentation within our organization. The Document Administrator will be responsible for the control, accessibility, and transmittal to customers of project documents such as drawings, documents, forms and templates. This role requires strong attention to detail, organizational skills, and a working knowledge of document management systems.

Key Responsibilities:

Governance & Assurance:

1. Ensure that all information is recorded and retained on central document management systems.
2. Maintain confidentiality and integrity of documents in compliance with industry regulations and company policies.
3. Identify and report areas for process improvement and corrective actions as needed.

Document Lifecycle Management:

1. Download drawings/documents from company repositories and collate information to provide transmittals to clients.
2. Ensure that documents are correctly categorised and filed per company standards and regulatory requirements.
3. Act as one of the points of contact for all drawing and document control issues.
4. Manage workload received from each of the UK business units to ensure all documentation requirements are met, deadlines are adhered to & any issues that occur are flagged up.

Document Review and Approval:

1. Ensure all documents, including technical specifications, drawings, reports, and correspondence, follow the customer approval process as per the framework policy.
2. Manage transmittals to customers in a timely manner and ensure that all records are maintained in order to manage approval status.

Document Retrieval and Archiving:

1. Maintain standardised project folder structures.
2. Establish and maintain document repositories and databases for easy retrieval and access to project documentation.
3. Ensure documentation and transmittals are accurately recorded within the company DMS.

Training and Support:

1. Provide support to colleagues on document control procedures, tools, and systems.
2. Offer guidance and assistance to ensure adherence to document management's best practices and standards.

Collaboration and Communication:

1. Collaborate with project managers, engineers and other stakeholders to confirm contract data transmittal requirements.
2. Ensure the highest quality and compliance of all document deliverables to our clients.
3. Ensure that a modern professional image is portrayed in all communications generated.

Qualifications, Knowledge, Experience and Skills:

Qualifications:

1. 5 X GCSE qualifications including Maths and English Language.

Skills:

1. Knowledge of Microsoft Office software (e.g., Microsoft Word, Excel, Outlook).
2. Experience in Microsoft SharePoint.
3. Excellent verbal and written skills.
4. Typing accuracy and efficiency.
5. Attention to detail to ensure documents and transmittals are accurate.
6. Filing and organisational skills for document storage.
7. Ability to work both independently and as part of a team.

Experience:

1. Proven experience as a document controller or similar role.
2. Knowledge of Electronic Document Management Systems (EDMS).
3. Understanding of document management principles, practices, and standards.
4. Excellent organisational, analytical, and problem-solving skills.
5. Proficient typing and editing skills.
6. Attention to detail and accuracy in managing large volumes of documentation.
7. Strong communication and interpersonal skills, with the ability to work effectively in a team environment.

About The Company

BRUSH Group provide agile and adaptive engineering solutions and products, including consultancy services, design, and project management as well as award-winning product technology, to a wide range of projects. A chosen partner for national and regional power generation and distribution network operators, through innovation and a commitment to delivering solutions that address grid-resilience and drive system change, we support the global drive to net-zero, helping create a future-proof Infrastructure.