Document Controller

United Infrastructure Ltd; Dartford; On-site; GBP 28,000 - 36,000; Full time

Job summary

United Infrastructure Ltd is seeking a detail-oriented Documentation and Administration Assistant to support the Design team in managing project information. You will ensure compliance with naming conventions, maintain document control workflows, and produce routine audit reports.

Strong organisational skills and the ability to liaise with clients, consultants and suppliers are essential. You will organise meetings, assist with diary management, travel arrangements and expense processing, and

Responsibilities

• Quality assurance of project documentation and ensure all information is compliant with company naming conventions and document control protocols
• Maintain project documentation and ensure accurate information is distributed throughout the organisation, 3rd party designers and various consultants, via the document management system
• Work closely with Design Managers and Coordinators to facilitate full transparency and accountability, to maintain a Golden Thread of information through the document management system
• Liaise with all parties including clients, design teams and subcontractors effectively to resolve any document and management system related issues
• Produce and compile project specific audit reports for the teams on a weekly and monthly basis
• Organise and undertake regular job-specific training and refresher sessions for all new and existing employees, design teams, clients and subcontractors
• Monitor and effectively manage the flow of information through the document management system workflows
• Ensure full auditability of approval process for subcontractor/supplier documentation
• Ensure all documents are uploaded to the system correctly and adhered to, providing guidance when needed
• Ensure revision and status control of documentation
• Manage and maintain project directories within the document management system
• Coordination of information for tender packages, O&M manuals, H&S files and Project Handover, both Electronic and hard copy files where required
• Requesting and controlling printing of documentation internally of via an external supplier
• Monitor, update and manage Design departmental spreadsheet schedules and project specific trackers
• Monitor RFI schedules
• Monitor project completion dates and maintain tracker to aid coordination and collation of all required documentation for O&M manuals and H&S files.
• Assist with diary management, arrange meetings, coordination of diaries, booking meeting rooms and liaison with external attendees
• Business travel support
• Organise regular business relationship meetings with consultants
• Assist with submission and processing of expenses
• Assist the Design team with making payments and coordinating necessary approvals
• Undertake any other administrative duties as required by Design team
• Assist Design Managers and Coordinators with design coordination tasks as/when required to provide support with design processes and delivery
• Assist with design reviews, coordination of design information, chasing consultants, subcontractors, suppliers or relevant authorities
• Assist with coordinating, driving and achieving resolution to design related issues

Job description

DOCUMENT CONTROL DUTIES

Quality assurance of project documentation and ensure all information is compliant with company naming conventions and document control protocols

Maintain project documentation and ensure accurate information is distributed throughout the organisation,3rd party designers and various consultants, via the document management system

Work closely with Design Managers and Coordinators to facilitate full transparency and accountability, to maintain a Golden Thread of information through the document management system

Liaise with all parties including clients, design teams and subcontractors effectively to resolve any document and management system related issues

Produce and compile project specific audit reports for the teams on a weekly and monthly basis

Organise and undertake regular job-specific training and refresher sessions for all new and existing employees, design teams, clients and subcontractors

Monitor and effectively manage the flow of information through the document management system workflows

Ensure full auditability of approval process for subcontractor/supplier documentation

Ensure all documents are uploaded to the system correctly and adhered to, providing guidance when needed

Ensure revision and status control of documentation

Manage and maintain project directories within the document management system

Coordination of information for tender packages, O&M manuals, H&S files and Project Handover, both Electronic and hard copy files where required

Requesting and controlling printing of documentation internally of via an external supplier

ADMINISTRATIVE DUTIES

Monitor, update and manage Design departmental spreadsheet schedules and project specific trackers

• Monitor RFI schedules
• Monitor project completion dates and maintain tracker to aid coordination and collation of all required

documentation for O&M manuals and H&S files.

Assist with diary management, arrange meetings, coordination of diaries, booking meeting rooms and liaison with external attendees

Business travel support

Organise regular business relationship meetings with consultants

Assist with submission and processing of expenses

• Assist the Design team with making payments and coordinating necessary approvals
• Undertake any other administrative duties as required by Design team

DESIGN ASSISTANT DUTIES

Assist Design Managers and Coordinators with design coordination tasks as/when required to provide support with design processes and delivery

Assist with design reviews, coordination of design information, chasing consultants, subcontractors, suppliers or relevant authorities

Assist with coordinating, driving and achieving resolution to design related issues

Join us at United Infrastructure and be part of our mission to deliver innovative and sustainable solutions to the complex infrastructure needs of the UK.