Document Controller / Project Administration Assistant

Artic Building Services; Dartford; On-site; GBP 26,000 - 38,000; Full time

Job summary

Artic Building Services is seeking a Document Controller / Project Administration Assistant to support the Projects Division in Dartford. The role involves maintaining accurate project records, controlling documents, and assisting delivery teams with day-to-day administration.

You will work closely with the Commercial & Programme Manager and Senior Project Managers, ensuring compliant governance and timely reporting across projects. Occasional site visits may be required.

Qualifications

• Previous experience in administrative, project support or document control.
• Strong organisational and time management skills.
• Excellent attention to detail and accuracy.
• Proficient with MS Office, SharePoint and Teams.

Responsibilities

• Establish and maintain project document registers and version control.
• Control receipt, issue and distribution of project documentation.
• Upload and manage documents in client portals, SharePoint and Teams.
• Support project mobilisation, reporting and handover activities.
• Coordinate information requests between internal teams, clients and subcontractors.
• Keep Monday.com and project information up to date.

Skills

Document control

Administrative support

Time management

Organisational skills

MS Office

Communication

Independent worker

Tools

SharePoint

Microsoft Teams

Excel

Word

Outlook

Job description

Job Description

Job Title: Document Controller / Project Administration Assistant

Reporting To: Commercial & Programme Manager

Supporting: Senior Project Managers, PMO and Project Delivery Teams

Location: Dartford Office with occasional site visits as required

Role Purpose

The Document Controller / Project Administration Assistant will provide administrative, document control and project support services to the Projects Division. The role is responsible for maintaining accurate project records, ensuring documentation is correctly managed and distributed, supporting project reporting requirements, and assisting the delivery teams with day-to-day project administration.

Working closely with the Commercial & Programme Manager and Senior Project Managers, the role will help ensure projects are delivered in an organised, compliant and efficient manner, whilst maintaining high standards of document control and governance.

Key Responsibilities

Document Control

• Establish and maintain project document registers.
• Control the receipt, issue and distribution of project documentation.
• Upload, file and manage documentation within client portals, SharePoint, Microsoft Teams and internal systems.
• Ensure project documentation is correctly version controlled and archived.
• Distribute technical submissions, drawings, reports, O&M information and project correspondence.
• Track document approvals and ensure responses are actioned promptly.
• Maintain project folders and ensure information is stored in accordance with company procedures.

Project Administration

• Provide administrative support to Senior Project Managers and project teams.
• Support project mobilisation and close-out activities.
• Coordinate information requests between internal teams, clients, consultants and subcontractors.
• Assist in compiling project documentation for handover and completion.
• Ensure Monday.Com is constantly updated.
• Ensure project information remains accurate and up to date.

Commercial Support

• Support the Commercial & Programme Manager with project administration activities.
• Assist with purchase order administration and supplier documentation.
• Track receipt of quotations, approvals and supporting documentation.
• Assist with monthly reporting requirements.
• Ensure project records are maintained for audit and compliance purposes.

Key Relationships

Internal

• Commercial & Programme Manager
• Senior Project Managers
• PMO Team
• Project Managers
• Health & Safety Team

Skills & Experience

Essential

• Previous experience in an administrative, project support or document control role.
• Strong organisational and time management skills.
• Excellent attention to detail.
• Competent in Microsoft Office Suite, particularly Excel, Word and Outlook.
• Experience using Microsoft Teams and SharePoint.
• Ability to manage multiple priorities and deadlines.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.

Personal Attributes

• Highly organised and methodical.
• Proactive and willing to take ownership.
• Professional and reliable.
• Adaptable and flexible.
• Strong problem-solving ability.
• Positive team player.
• Committed to delivering accurate and high-quality work.