Document Controller / Site Administrator

(function(w,d,s,l,i){w[l]=w[l]|[];w[l].push({'gtm.start':new Date().getTime(),event:'gtm.js'});var f; Manchester; On-site; GBP 25,000 - 35,000; Full time

Job summary

Join a leading workplace design and fit-out company as a Document Controller / Construction Administrator on a 6-month fixed-term contract. In this role, you will provide essential administrative support across various areas, ensuring efficient document management and compliance on-site in Manchester. Your proactive approach and attention to detail are vital as you collaborate with project managers and construction teams to deliver successful projects. Ideal candidates will have prior experience in document control and will thrive in a dynamic team environment.

Qualifications

• Proven experience in a similar role (minimum 1 year).
• Understanding of BIM workflow.
• Familiarity with PAS1192/ISO19650 naming conventions.

Responsibilities

• Manage users of the document management system and upload documentation.
• Compile weekly site progress reports and manage site logistics.
• Assist Project Managers with documentation and IT requests.

Skills

Communication

Attention to Detail

Problem Solving

Organizational Skills

Teamwork

Tools

Cloud-based Document Management System

MS Office (Excel, Outlook)

Job description

Document Controller / Construction Administrator (6 months fixed term contract)

Core Hours: 7.00am 3.00pm, Monday Friday

Location: Onsite with access to Manchester office

Reporting to: Senior Project Manager

About the Company

Our client are a workplace design & fit out company creating unrivalled workspaces.

They provide complete workplace consultancy, from a single office relocation, design and fit out, to workspace planning, refurbishment, and interior branding on a global scale. Our clients rely on us to craft bespoke and sustainable workspaces and our proudest moments are seeing their first reaction when the doors open to their new offices.

Role overview

This role will see you will deliver administration support across a variety of areas.

You will be working to support the Construction Director, Project Managers, Site Managers and Design Managers who run the live construction site for our client in Manchester. This is a site-based role working to site operative hours, however you will have access to the Manchester office which is an approx. 10-minute walk away for quiet space, printing facilities, meeting facilities and work facilities as and when required.

Key Responsibilities:

Document Control

• Manage users of the cloud-based document management system / allocate folder permission

• Upload and manage documentation on behalf of the team

• Review consultant/subcontractor submissions to ensure compliance with project standards

• General housekeeping within the document management system ensuring that content is in the right locations and is available to the correct people and disciplines

• Provide basic training on the everyday use of the document management system for both internal and external users

• Act as the key point of contact for team queries on the operation of the document management system

• Liaise with the consultant/subcontractor information managers

• Liaise with the BIM Manager and design team on standards and best practice

• Ensure compliance to BIM standards and propagate best practice within the wider team

• Update subcontractor database and monitor PQQ (Pre-Qualification Questionnaire) process for new subcontractors

Site and project set up

• Collate H&S (Health & Safety) and site files

• Look after signage, using both internal and external printing resources

• Maintaining the project directory

• Work with the Project Managers to ensure project details are entered accurately into the internal systems

During construction phase

• Compile schedule of conditions

• Compile weekly site progress reports

• Arrange stationery, checking stationery stock, IT equipment and document printing for site

• Book couriers and assist with site logistics

• Record environmental and sustainability data

• Collate, print, and bind Landlord Approval and Contractor Proposal Packs

• Ad hoc administration required to support the team, the client and the project

• Collate and produce the draft Health & Safety File including Operation & Maintenance manual with the external provider and construction teams

• Support Project Manager and Site Manager with MSITE and the team on adding people, site security, digital inductions, health & safety documentation, reports, data etc Be the MSITE contact.

• Keep the drawing rack up to date

• Assisting with IT (Information Technology) requests

• Setting up meeting rooms and organising refreshments

• Assist with ensuring 4-point PPE (Personal Protective Equipment) is stocked up, in good and clean condition and available to the site visitors such as clients at all times

• Attend meetings when requested and assist in the minuting of the meeting and the publishing of the minutes afterwards

• Manage the CCS (Considerate Constructors Scheme) process, gathering evidence and assisting with the monitor visit

After project completion

• Collate and produce the final Health & Safety File including Operation & Maintenance manual with the external provider and construction teams

• Update the site incident register

• Ensure timely return of site files, review contents, and send all relevant documentation to external company for digital archiving where relevant

• Assist in organising the site shut down and exit

• A real people person, who loves to help others

• Proven experience in a similar role

• A commitment to excellent service

• Excellent written and verbal communication skills

• Self-motivated, with excellent attention to detail and ability to be proactive and problem solve

• Excellent organisational skills; ability to multitask and prioritise workload

• Proficient with MS Office suite particularly Excel and Outlook

• Desire to work as part of a team who have fun whilst remaining dedicated and results-focused

• A minimum of 1 year experience in administration or document control.

• An understanding of the BIM workflow

• Experience using PAS1192/ISO19650 compliant naming convention

• Previous experience using a cloud-based document management system, preferably ACC (Autodesk Construction Cloud)

For further information apply with a CV.