Document Controller

Pure Data Centres Group Ltd; Lazenby; On-site; GBP 30,000 - 45,000; Full time

Job summary

Pure Data Centres Group Ltd is seeking a diligent Document Controller to provide document control and administrative support across the project lifecycle, ensuring high-quality delivery in line with legislation and Pure DC policies.

You will manage SharePoint and Aconex workflows, maintain registers, produce internal reports, coordinate on-site meetings, travel arrangements and events, and assist senior management with general administration while maintaining meticulous attention to detail and

Qualifications

• Proven experience of managing high level priorities with a hands-on approach.
• Well organised and methodical with excellent attention to detail in client communications and deliverables.
• Excellent team player with a can-do attitude and willingness to take on new responsibilities.

Responsibilities

• Handle document control, classification, filing, archiving and retrieval in Project SharePoint folders per Pure standards.
• Administer Aconex as Project Level Administrator: manage reviews, workflows, templates, project directory and user access; generate reports.
• Maintain Document Register/MIDP and ensure quality assurance of received information.
• Support Pure EDMS in line with BIM requirements and production of internal reports/documents.
• Provide general administration support and assist project teams; cover for absences and peak periods as needed.
• Coordinate on-site commitments; arrange couriers; manage diaries and travel arrangements for Campus Director or Senior Management.

Skills

Strong organisational skills

Attention to detail

Communication skills

IT skills

Team player

Tools

SharePoint

Aconex

EDMS

Job description

Role Definition

The Document Controller 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.

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