Document Controller /Administrator - 12M Maternity Cover

KONE; London Borough of Lambeth; Hybrid; GBP 28,000 - 38,000; Full time

Benefits offered by this job

25 days + Bank Holidays + 1 paid Volun

Company Pension Scheme

Hybrid Working

Job summary

KONE is seeking a Document Controller/Administrator to manage project communications, document control, and portal submissions. Based in Clapham or Slough, you will support the project team and ensure timely handling of drawings, tenders, and client documents.

You will need strong English communication, attention to detail, and experience with document management systems. The role involves occasional travel and hybrid working arrangements.

Qualifications

• Experience as a Document Controller or equivalent role.
• Experience working with clients and subcontractors desirable.
• Ability to manage multiple projects and meet deadlines.

Responsibilities

• Handle all incoming project notifications and queries.
• Process, archive and upload tender documents and drawings to portals.
• Ensure documents follow client protocol and project deadlines.
• Support project managers with documents to ensure progress and financial milestones.

Skills

Document control

Client coordination

English communication

Attention to detail

Multi-project management

Problem solving

Team player

Proactive learning

Tools

Aconex

Asite

EDMS

Maximo

SAP

Salesforce

Job description

As Document Controller/Administrator you will be responsible for ensuring that the communication process between contractors and client are followed. This involves using and monitoring the relevant sites and ensuring that the project team are aware of all incoming communication and submitting the same for outgoing. This position will be working within Infrastructure and Major Projects and is based at our Clapham or Slough.

Responsibilities and key activities

• Manage all incoming notifications relating to project queries.
• Management of tender documents associated with project – process & archive in line with customer specific requirements.
• Prepare and upload KONE drawings / documents in line with deadlines to customer / portals.
• Review document controlling documents from the sales tender documentation to ensure document controlling compliance and understanding.
• Support Project Managers, Designers, Planners etc. with documents to ensure progress payments / final account are collectable.
• Upload documents to customer portals.
• Ensuring that the documents follow the client’s protocol.
• Prepare documents as required to support project manager and operations.
• Work as part or KONE project team – provide progress updates on project status and key actions.
• Create and manage various internal folder structures for Design, Commercial, Document Control and Site Support in managing deadlines of projects, ensure all document control related information is submitted correctly to avoid any financial abatements.
• Work part of a larger team and provide admin and document controlling support in line with manager requests.
• Archive all communications.
• Team cover when needed.
• Depending on office location some travel will be required (2-4 times a month to either our Slough of Clapham office).
• Travel to the Keighley office maybe required.
• Assisting the Admin team periodically.
• Adhoc admin duties.

Skills and Experiences:

• Worked in a similar position as a Document Controller.
• Experience in working with client and subcontractors is desirable.
• Able to work on multiple projects.
• Be customer focused, understanding the needs of customers and the importance of providing solutions to satisfy short and long-term objectives.
• Ability to work effectively in a highly complex, diverse, changing environment, whilst adapting to change and maintaining focus on key business goals and objectives.
• Good communication skills in English both written and spoken.
• Possess good customer service skills.
• Pays attention to detail and accuracy.
• Experience of Aconex, Asite, EDMS is desirable.
• Experience of Maximo, SAP, Salesforce is desirable.
• Excellent problem solving and analytical skills.
• A proactive and forward-thinking team player.
• Willing to continuously learn.
• Any training provided will be provided.

What KONE can offer:

We offer a competitive salary, 25 days + Bank Holidays +1 paid Volunteering Day, Company Pension Scheme, Hybrid Working. At KONE, we are focused on creating an innovative and collaborative working culture where we value the contribution of each individual. Employee engagement is a key focus area for us and we encourage participation and the sharing of information and ideas. Sustainability is an integral part of our culture and the daily practice. We follow ethical business practices and we seek to develop a culture of working together where co-workers trust and respect each other and good performance is recognized. In being a great place to work, we are proud to offer a range of experiences and opportunities that will help you to achieve your career and personal goals and enable you to live a healthy and balanced life.

At KONE, our purpose is to shape the future of cities. As a global leader in the elevator and escalator industry, we move two billion people every day, making their journeys safe, convenient, and reliable with smart and sustainable People Flow. In 2025, KONE had annual sales of EUR 11.2 billion, and at the end of the year over 60,000 employees in close to 70 countries. KONE class B shares are listed on the Nasdaq Helsinki Ltd. in Finland.