Project Administration & Document Controller

Port of Dover; Dover; On-site; GBP 27,000 - 32,000; Full time

Benefits offered by this job

Generous contributory pension scheme

Discretionary annual bonus scheme

Private Health Care

Life assurance

Employee assistance programme

3rd party discounts

Cycle to work scheme

Benefits and reward platform

Free Parking

5 weeks annual leave + bank holidays (

Job summary

Port of Dover is seeking a highly organised Project Admin and Document Controller to support the Engineering Capital Delivery team. You will manage project documentation across a varied portfolio, ensuring audit trails, version control and timely reporting.

Key responsibilities include setting up SharePoint hubs, numbering documents, and coordinating submissions and reviews with project managers, consultants and contractors.

Qualifications

• Minimum 2 years' recent experience in a document control role, ideally within a project delivery environment.
• Experience within construction, engineering, infrastructure or the built environment sector.
• Understanding of ISO 9001 document control requirements.
• Experience with Electronic Document Management Systems (EDMS) or Common Data Environments (CDE).

Responsibilities

• Provide administrative support to project teams, including filing and maintaining key project communications.
• Manage document control processes and support continuous improvement initiatives.
• Set up and maintain SharePoint Project Hubs, including access permissions, filing structures and metadata.
• Assign document numbers using standardised coding structures and naming conventions.
• Support project teams with document submission and receipt requirements and processes.
• Upload and register project documentation within the EDMS.
• Maintain master document and deliverable registers with the EDMS.
• Conduct document quality, compliance and formatting checks.
• Manage document review workflows, tracking comments and recording approval statuses.
• Ensure complete audit trails, version control and document traceability.
• Control document distribution and ensure stakeholders have access to latest approved revisions.
• Produce reports and KPIs relating to document status, review timelines and project performance.

Skills

Organised

Attention to detail

Time management

Communication

Stakeholder management

Tools

SharePoint

Excel

Word

Outlook

EDMS

Job description

At the Port of Dover, we are investing in major infrastructure and engineering projects that support our vital role in connecting the UK with Europe. We're looking for a highly organised and detail-focused Project Admin and Document Controller to join our Engineering Capital Delivery team and play a key role in ensuring project information is managed effectively throughout the project lifecycle.
Working closely with Project Managers, consultants, contractors and internal stakeholders, you will be responsible for accurately applying document control processes, supporting project administration activities and ensuring critical project information is available, compliant and fully traceable.

This is an excellent opportunity for a document controller looking to develop their career within a complex engineering and infrastructure environment.

What You'll Be Doing

As Project Admin and Document Controller, you will support the administration and control of project documentation across a varied portfolio of engineering and capital delivery projects.

Key responsibilities include:

• Providing administrative support to project teams, including filing and maintaining key project communications.
• Managing document control processes and supporting continuous improvement initiatives.
• Setting up and maintaining SharePoint Project Hubs, including access permissions, filing structures and metadata.
• Assigning document numbers using standardised coding structures and naming conventions.
• Supporting project teams with document submission and receipt requirements and processes.
• Uploading and registering project documentation within the Electronic Document Management System (EDMS).
• Maintaining master document and deliverable registers with the EDMS.
• Conducting document quality, compliance and formatting checks.
• Managing document review workflows, tracking comments and recording approval statuses.
• Ensuring complete audit trails, version control and document traceability.
• Controlling document distribution and ensuring stakeholders have access to the latest approved revisions.
• Producing reports and KPIs relating to document status, review timelines and project performance.

What Success Looks Like

• Project document systems are established accurately and on schedule.
• EDMS access permissions are effectively controlled.
• Project documentation is processed within agreed timeframes.
• Metadata, filing structures and naming conventions are consistently applied.
• Review workflows are completed efficiently and on time.
• Version control and audit records remain accurate and accessible.
• Project stakeholders understand and follow document control procedures.
• Reporting is delivered on time and to a high standard.
• All activities are carried out in line with Port of Dover values and behavioural standards.

About You

We're looking for an organised, methodical professional who thrives on accuracy and enjoys working with large volumes of information in a fast-paced project environment.

Essential Experience & Knowledge

• Minimum 2 years' recent experience in a document control role, ideally within a project delivery environment.
• Experience within construction, engineering, infrastructure or the built environment sector.

Strong understanding of:

• Document control processes
• Drawing registers
• Revision control
• Transmittals
• Review workflows
• Controlled document storage

• Experience managing large volumes of project data and documentation.
• Experience using Electronic Document Management Systems (EDMS) or Common Data Environments (CDE).
• Good working knowledge of Microsoft Office, particularly SharePoint, Excel, Word and Outlook.
• Understanding of ISO 9001 document control requirements.

Desirable

• Experience with contract management systems such as FastDraft.
• Knowledge of ISO 19650 information management principles.

Skills & Attributes

• Highly organised with excellent attention to detail.
• Able to prioritise effectively and manage working on multiple projects simultaneously.
• Comfortable following structured processes while maintaining flexibility when priorities change.
• Confident working with project managers, contractors, consultants and internal stakeholders.
• Calm under pressure and able to meet demanding deadlines.
• An effective communicator with strong relationship-building skills.
• Committed to maintaining high standards of accuracy, compliance and governance.
• Focused on delivering excellent internal customer service.

Working Environment

This role operates within a live port and active construction environment. While predominantly office-based, there may be occasional exposure to operational and project sites where factors such as weather, noise and operational constraints should be expected.

• 5 weeks annual leave + bank holidays (pro rata)
• Generous contributory pension scheme
• Discretionary annual bonus scheme
• Private Health Care
• Life assurance
• Employee assistance programme
• 3rd party discounts
• Cycle to work scheme
• Benefits and reward platform
• Free Parking

Hours of work: Monday to Friday 37.5 per week

Salary: £29,500 per annum

Why Join the Port of Dover?

The Port of Dover is one of the UK's most important infrastructure organisations, playing a critical role in international trade and travel. By joining us, you'll become part of a team that delivers projects that shape the future of the port while working within an organisation that values integrity, collaboration, innovation and respect.

All offers of employment are subject to us obtaining satisfactory references (covering all education, training, employment and unemployment in the preceding 5 years) and there will be a pre-employment medical including a Drug and Alcohol test. We need to satisfy your Right to Work in the UK.

Please be aware that all employees will be subject to background security checks in order to obtain a Dock Pass.

We value the unique differences that each of our colleagues bring to work every day and are committed to creating an environment where everyone is looking after each other and respected, included and able to perform at their best.

All applications are reviewed by our team - we do not use AI for screening.

Please note that applications may close before the advertised closing date if we receive a sufficient number of suitable candidates.