Document Control Administrator – Projects

ECG Facilities Services; Dartford; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Sickness Scheme

Family Friendly Pay

Life Assurance

360 Wellbeing App - 24/7 GP access

Death in Service Insurance

Widow pension

Fertility Treatment Support Leave

Paid Maternity Leave

Paid Paternity Leave

Gym & fitness discounts

Job summary

Artic Building Services is a leader in Hard Facilities Management across London and the Home Counties. We require a Document Controller / Project Administration Assistant to support Senior Project Managers and PMO from the Dartford office with occasional site visits.

You will maintain project records, manage documentation, support reporting, and assist delivery teams with day-to-day project administration, ensuring governance and compliance across projects.

Qualifications

• Experience in administrative, project support or document control roles.
• Strong organisational and time management skills.
• Proficient in MS Office; experience with Teams and SharePoint.

Responsibilities

• Establish and maintain project document registers.
• Control receipt, issue and distribution of project documentation.
• Upload, file and manage documentation within client portals, SharePoint, Teams and internal systems.
• Ensure project documentation is correctly version controlled and archived.
• Distribute technical submissions, drawings, reports, O&M information and project correspondence.
• Track document approvals and ensure responses are actioned promptly.

Skills

Administrative experience

Project support

Document control

MS Office (Excel, Word, Outlook)

Teams & SharePoint

Time management

Communication skills

Tools

Microsoft Office

SharePoint

Microsoft Teams

Job description

Artic Building Services is a leader in Hard Facilities Management across London and the Home Counties. We offer a comprehensive suite of technical and engineering solutions, ensuring the smooth operation of your Mechanical, Electrical, and Hard FM Plant.

Job Description:

Job Description

Supporting: Senior Project Managers, PMO and Project Delivery Teams

Location: Dartford Office with occasional site visits as required

Role Purpose

The Document Controller / Project Administration Assistant will provide administrative, document control and project support services to the Projects Division. The role is responsible for maintaining accurate project records, ensuring documentation is correctly managed and distributed, supporting project reporting requirements, and assisting the delivery teams with day-to-day project administration.

Working closely with the Commercial & Programme Manager and Senior Project Managers, the role will help ensure projects are delivered in an organised, compliant and efficient manner, whilst maintaining high standards of document control and governance.

Key Responsibilities

Document Control

Establish and maintain project document registers.

Control the receipt, issue and distribution of project documentation.

Upload, file and manage documentation within client portals, SharePoint, Microsoft Teams and internal systems.

Ensure project documentation is correctly version controlled and archived.

Distribute technical submissions, drawings, reports, O&M information and project correspondence.

Track document approvals and ensure responses are actioned promptly.

Maintain project folders and ensure information is stored in accordance with company procedures.

Project Administration

Provide administrative support to Senior Project Managers and project teams.

Support project mobilisation and close-out activities.

Coordinate information requests between internal teams, clients, consultants and subcontractors.

Assist in compiling project documentation for handover and completion.

Ensure project information remains accurate and up to date.

Commercial Support

Support the Commercial & Programme Manager with project administration activities.

Assist with purchase order administration and supplier documentation.

Track receipt of quotations, approvals and supporting documentation.

Assist with monthly reporting requirements.

Ensure project records are maintained for audit and compliance purposes.

Key Relationships

Internal

Senior Project Managers

PMO Team

Project Managers

Health & Safety Team

Skills & Experience

Previous experience in an administrative, project support or document control role.

Strong organisational and time management skills.

Excellent attention to detail.

Competent in Microsoft Office Suite, particularly Excel, Word and Outlook.

Experience using Microsoft Teams and SharePoint.

Ability to manage multiple priorities and deadlines.

Strong communication and interpersonal skills.

Ability to work independently and as part of a team.

Personal Attributes

Highly organised and methodical.

Proactive and willing to take ownership.

Professional and reliable.

Adaptable and flexible.

Strong problem-solving ability.

Positive team player.

Committed to delivering accurate and high-quality work.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, colour, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability

What we offer

• Sickness Scheme
• Family Friendly Pay
• Life Assurance
• 360 Wellbeing App - 24/7 access to GP appointments
• Death in Service Insurance
• Scottish widow pension
• Fertility Treatment Support Leave
• Paid Maternity Leave
• Paid Paternity Leave
• Gym & fitness discounts and other lifestyle discounts