MEP Document Controller

East West Connect Ltd; Greenford; On-site; GBP 32,000 - 52,000; Full time

Job summary

East West Connect Ltd is seeking a site-based administrator to manage and maintain project records on Aconex, ensuring protocols are observed and documents are properly published for the project team and client. The role supports the Contracts Manager, Project Manager and Office Manager from the outset to help keep the system running smoothly.

The position covers logging, distributing and filing all project-related correspondence, archiving O&M manuals, risk assessments, and method statements

Qualifications

• Experience in the construction industry.
• Strong written and verbal communication skills.
• Adaptability and willingness to learn new systems.
• Flexible attitude.
• Willingness to travel to site as required.
• Knowledge of EWC policies and ISO system of work.
• Knowledge of EWC values and services.
• Knowledge of general office administration and document management.

Responsibilities

• Implement and comply with EWC policies and ISO system requirements.
• Implement and comply with quality, health and safety, and environmental procedures.
• Manage health and safety procedures to meet standards on time.
• Carry out responsibilities within the Scope section of this document.
• Assist in smooth running of the site office and project team.
• Ensure documentation is managed in a professional and consistent manner.

Skills

Communication skills

Verbal & written English

Telephone manner

Organised/document control

Willingness to travel

Education

Asbestos Awareness

ECS Card

Tools

Excel

Word

PowerPoint

Job description

• Manage and maintain the project on Aconex throughout its life cycle, ensuring protocols are adhered to.
• Ensure all relevant parties publish relevant documents to Aconex and provide assistance to external parties.
• Maintain an awareness of project team members, trade contractors and professional partners.
• Establish a close relationship with the Contracts Manager, Project Manager and Office Manager from the outset to ensure the smooth running of the system.
• Ensure that an effective internal and external review loop is maintained so that all documents are properly reviewed by the Project Team and Client Team.
• Provide accurate and timely information and reports regarding the status of all drawings, O&M manuals, samples, method statements and risk assessments.
• Type, distribute and file all project-related correspondence for the project team.
• Ensure all relevant information is issued to the appropriate trades and consultants.
• Log, distribute promptly and maintain records of instructions from consultants, clients and project managers.
• Manage the approval and printing of O&M manuals where required and oversee the archiving of project documentation.
• Manage any other ad hoc administrative duties on site.
• Assist with security applications for all members of the team.

Reporting to – Contracts Manager

Working Hours: Mon – Fri, 8am – 5pm

Probation Period: 3 months

Job Type: Full Time, Permanent

Job Location: Site Based

Start Date: Immediate

SCOPE

• Manage and maintain the project on Aconex throughout its life cycle, ensuring protocols are adhered to.
• Ensure all relevant parties publish relevant documents to Aconex and provide assistance to external parties.
• Maintain an awareness of project team members, trade contractors and professional partners.
• Establish a close relationship with the Contracts Manager, Project Manager and Office Manager from the outset to ensure the smooth running of the system.
• Ensure that an effective internal and external review loop is maintained so that all documents are properly reviewed by the Project Team and Client Team.
• Provide accurate and timely information and reports regarding the status of all drawings, O&M manuals, samples, method statements and risk assessments.
• Type, distribute and file all project-related correspondence for the project team.
• Ensure all relevant information is issued to the appropriate trades and consultants.
• Log, distribute promptly and maintain records of instructions from consultants, clients and project managers.
• Manage the approval and printing of O&M manuals where required and oversee the archiving of project documentation.
• Manage any other ad hoc administrative duties on site.
• Assist with security applications for all members of the team.

KNOWLEDGE

• Experience of working in the construction industry.
• Strong written and verbal communication skills.
• Adaptability and willingness to learn new systems.
• Flexible attitude.
• Willingness to travel to site as required.
• Knowledge of the EWC Employee Handbook, EWC policies and processes, and EWC ISO system of work.
• Knowledge of EWC, its values and services.
• Knowledge of general office administration and document management.

Essential

• Asbestos Awareness.
• Current ECS Card.

Skills

• Good telephone manner.
• Strong IT skills, including spreadsheet, word processing, presentation and general software applications.
• Effective presentation and communication skills, with strong verbal and written English proficiency.
• Ability to manage general MEP department administration requirements efficiently and professionally.
• Structured and organised approach to document control.

Other

• Ability to travel to a range of sites.
• Understanding that out-of-hours working may occasionally be required, subject to prior agreement.
• Attend site meetings Monday to Friday as required.
• Attend company health and safety meetings.
• Attend team meetings and any other meetings as required.

DUTIES

• Implement and comply with EWC policies and procedures as set down by the ISO system of work, including business management systems, HR, IT, health and safety, environmental, communications and branding requirements.
• Implement, develop where necessary, and comply with EWC policies and procedures relating to quality, health and safety, environmental management, supply chain management, business management systems, and sales and marketing.
• Manage and implement health and safety procedures to achieve the required standards within agreed timeframes.
• Carry out all responsibilities detailed within the Scope section of this document.
• Assist in the smooth and coordinated running of the site office and project team.
• Ensure all documentation is managed, both incoming and outgoing, in a professional and consistent manner.