Document Controller /Administrator - 12M Maternity Cover

Okb Kone Plc; Slough; Hybrid; GBP 28,000 - 38,000; Full time

Benefits offered by this job

Hybrid Working

Company Pension Scheme

1 Volunteer Day

Job summary

KONE is seeking a Document Controller/Administrator to ensure clear communication between contractors and clients and to manage document control across multiple projects at the Slough/Clapham sites.

You will oversee incoming notifications, tender document handling, and uploads to client portals, while supporting project teams with documentation and progress updates. Strong English skills and experience in EDMS tools are essential.

Qualifications

• Experience in document control processes and client communications.
• Ability to manage multiple projects and deadlines.
• Strong written and spoken English.
• Familiarity with client portals and tender documentation.

Responsibilities

• Manage all incoming project notifications.
• Archive tender documents per customer requirements.
• Prepare and upload drawings/documents to portals.
• Ensure document control compliance from tender docs.
• Support Project Managers with documentation for payments.
• Upload documents to client portals following protocols.
• Provide progress updates on project status.
• Travel to Slough or Clapham office 2–4 times a month.

Skills

Document control

Customer focus

English communication

Multi-project management

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.