Document Controller

Vision Recruitment Ltd; Stowmarket; On-site; GBP 22,000 - 32,000; Full time

Job summary

Vision Recruitment Ltd is recruiting two organised Document Controllers near Stowmarket to support a Tier 1 contractor on an 18-month to 2-year project. You will manage drawings, specifications and project documentation, ensuring accuracy and easy access for clients, consultants, subcontractors and internal teams.

The role involves maintaining documents on Viewpoint/CDE systems, data trackers and tender portals, while providing professional front-desk support and efficient admin within a busy

Qualifications

• Highly organised with excellent attention to detail.
• Proactive and able to work without constant supervision.
• Confident managing competing priorities and meeting deadlines.
• Professional, approachable when communicating with colleagues, clients and visitors.

Responsibilities

• Provide administrative support to project team and leaders.
• Maintain and update project information and documentation on Viewpoint (CDE) and other systems.
• Ensure documentation is accurate and compliant with procedures.
• Upload, edit, print and distribute drawings, specifications and reports.
• Carry out document quality checks and ensure proper workflows and naming conventions.
• Make project documentation accessible to clients, consultants, subcontractors and internal teams.
• Maintain project trackers and administrative records.
• Support tender administration and tender trackers.
• Greet visitors and handle telephone enquiries professionally.
• Manage incoming correspondence and allocate to staff.
• Arrange outgoing post and coordinate diaries/meeting rooms.
• Order stationery and assist with general administrative tasks.
• Identify issues early and resolve problems proactively.

Skills

Organised

Attention to detail

Proactive

Communication

Tools

Viewpoint/CDE

R Drive

Work Wallet

Job description

We are looking for 2 Document Controllers within 10 miles of Stowmarket working with a Tier 1 contractor, both jobs are for 18 months - 2 years in duration.

Please see job description below.

We are looking for an organised, proactive and detail-focused Project Administrator/Document Controller to join our team and provide essential administrative support to the project and design teams.

The successful candidate will play an important role in ensuring project information and documentation are accurate, up to date and readily available to clients, consultants, subcontractors and internal teams. You will need to be highly organised, confident managing multiple priorities and able to work effectively both independently and as part of a team.

Key Responsibilities

• Provide administrative support to the Line Manager, Design Manager and wider project team.
• Maintain and update project information and documentation on systems including Viewpoint (CDE), R Drive, Smart Waste and Work Wallet.
• Ensure all project documentation is accurately maintained and complies with company procedures and standards.
• Upload, edit, print and distribute drawings, specifications, reports and other project documentation.
• Carry out document quality checks, ensuring correct workflows, filing and document naming conventions are followed.
• Ensure project documentation is accessible to clients, consultants, subcontractors and internal teams.
• Maintain project trackers, databases and other administrative records.
• Support tender administration, including maintaining tender trackers and using relevant online portal systems.
• Act as a professional first point of contact for visitors and telephone enquiries, providing a friendly and welcoming service.
• Manage incoming correspondence and allocate it to the appropriate members of staff.
• Arrange outgoing post when required.
• Coordinate diaries for senior staff and manage meeting-room bookings.
• Arrange stationery and office supplies as required.
• Support colleagues with administrative tasks and assist with the successful delivery of projects.
• Identify issues early and take a proactive approach to resolving problems.
• Undertake other reasonable duties that support the objectives of the team and wider business.

About You

• Highly organised with excellent attention to detail.
• Proactive and able to work without constant supervision.
• Confident managing competing priorities and meeting deadlines.
• Professional, approachable and confident when communicating with colleagues, clients and visitors.
• A good listener with strong interpersonal and communication skills.
• Accurate and conscientious when dealing with documentation and administration.
• Comfortable working under pressure and able to use initiative when dealing with problems.
• IT literate with good typing and computer skills.
• Willing to learn new systems and processes.
• Flexible and happy to support colleagues when required.
• Committed to maintaining high standards of quality, service and compliance.

Desirable Experience

• Experience with Viewpoint/CDE systems, document control, R Drive, Work Wallet, Smart Waste or other construction/project management systems would be advantageous.
• Experience within a construction, engineering, design or project environment would also be beneficial, although full training may be provided for the right candidate.

What We Are Looking For

Above all, we are looking for someone with a positive attitude, strong organisational skills and a willingness to learn and develop. You will be an important part of the project team, helping to ensure that projects run efficiently and that information is managed accurately and professionally.

If you are organised, proactive and looking for an opportunity to develop your career within a busy project environment, we would love to hear from you.