Document Controller

Pure Data Centres Group; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading data centre provider in Greater London is looking for a Document Controller / Project Administrator to support all aspects of project administration and document control. The ideal candidate should possess strong organisational and communication skills, demonstrating attention to detail in their work. Responsibilities include managing documentation within SharePoint, supporting project stakeholders, and coordinating administrative tasks for senior managers. This is a full-time, office-based role located in Brent Cross.

Qualifications

• Proven experience of managing high level priorities with a practical approach.
• Excellent attention to detail in client communications and deliverables.
• Experience in document control and administration.

Responsibilities

• Manage classification, sorting, indexing, filing, archiving of project documentation.
• Support all project stakeholders in using Pure EDMS.
• Administer expenses for Senior Managers and coordinate meetings.

Skills

Organisational skills

Communication skills

IT skills

Attention to detail

Job description

Role Definition

The Document Controller / Project Administrator will be responsible for providing Document Control and administrative support in all aspects of the project lifecycle, ensuring that we are at all times delivering a high-quality service and in accordance with legislation and Pure DC’s policies and practices.

They will have strong organisational, communication and IT skills with the ability to deliver high-quality work whilst managing several conflicting priorities and will demonstrate a high level of energy, commitment and enthusiasm for their work.

Please note this is a full time office based role in Brent Cross.

Core Responsibilities

Document Control

• Manage classification, sorting, indexing, filing, archiving and retrieval activities of all documentation within the Project SharePoint folders and maintain in line with Pure standards
• Manage Aconex as Project Level Administrator i.e. manage the document review and assurance process, workflows and template set-up, maintain the Aconex project directory and regularly update external users, produce system reports, and track and chase overdue tasks
• Maintain the Document Register/MIDP, and quality assurance of received information
• Support all project stakeholders in the use or Pure EDMS in line with Pure’s BIM requirements
• Production of internal reports and documents in accordance with company standards & branding and assist the teams with general administration as needed
• Work alongside colleagues to support delivery on any project where there is a greater need for capacity, or to cover sickness or absences where needed

Administration

• Administration of expenses for Senior Managers
• Ensuring the office is clean and fully stocked
• Planning/coordinating the commitments and meetings on site
• Arrange couriers as required
• Supporting the Campus Director or Senior Management Team with:
• managing diaries, ensuring they are up-to date
• travel /accommodation bookings
• Arranging meeting rooms
• Organising internal and external events, including drafting itineraries, preparing agendas, PowerPoint presentations, and circulation of papers Welcoming guests and customers in a professional manner whether in person or on the telephone; answering or directing inquiries
• Actioning day to day ad hoc administration, filing, printing and production of documents in a timely fashion
• Monitor and manage critical dates for the project and ensuring key stakeholders are kept informed at all times of schedule
• Manage the production of documents and emails and check work carefully for accuracy and layout

Knowledge and Skills

• Proven experience of managing high level priorities, with a hands-on, practical approach
• Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverable
• Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges
• Positive can-do attitude with the ability to adapt to change
• Proven experience of managing high level priorities, with a hands-on, practical approach

Note: The successful candidate will be required to complete pre-employment screening to BS7858:2019, or national equivalent. (Covers: Confirmation of identity, legal right to work, financial probity, criminal history and associations with proscribed organisations). It is the policy of Pure DC that all individuals have a responsibility for the security and protection of company’s Information and IT Resources over which they have control, according to their role.