Project Administrator and Document Controller

Enshore Subsea Ltd; Blyth; Hybrid; GBP 24,000 - 32,000; Full time

Job summary

Enshore Subsea Ltd. is seeking a highly organised Project Administrator and Document Controller to support cable lay and burial projects in Blyth, UK. The role focuses on document control, records management, and project admin tasks to ensure timely, accurate information flow.

The successful candidate will maintain document registers, coordinate with clients and subcontractors, and support audits while providing efficient administrative support to project teams in a fast-paced subsea environment.

Qualifications

• Proficiency in document management systems (DMS), project management software, and Microsoft Office Suite.
• Familiarity with engineering drawings, technical documentation, and ISO/IMCA standards is preferred.
• Previous experience in administrative and document control roles.

Responsibilities

• Manage, control, and distribute project documents, drawings, and reports.
• Maintain document registers and filing systems.
• Liaise with internal teams, clients, contractors, and suppliers for document exchange.

Skills

Strong organisational skills

Attention to detail

Good communication

Tools

DMS

Project management software

Microsoft Office Suite

Job description

Project Administrator and Document Controller

We are seeking a highly organised and proactive Project Administrator and Document Controller to join our team in the cable lay and burial sector. The successful candidate will play a critical role in supporting project operations by ensuring that all administrative tasks and document control procedures are efficiently managed. This position requires a keen attention to detail, excellent organisational skills, and the ability to work collaboratively in a fast-paced environment.

Key Areas of Responsibility:

Document Control:

• Manage, control, and distribute project-related documents, drawings, and reports.
• Ensure that all project documentation is filed, archived, and easily retrievable according to company standards and project requirements.
• Maintain document registers, ensuring accuracy and currency.
• Ensure compliance with project and industry-specific documentation standards.
• Handle the flow of documentation between internal teams, clients, contractors, and other stakeholders.
• Assist with internal and external audits by providing required documentation and records.
• Monitor deadlines, report any compliance issues, and follow up on action items.
• Serve as the point of contact for document control queries and provide guidance on document management processes.
• Liaise with clients, subcontractors, and suppliers to ensure effective communication and document exchange.

Project Administration:

• Provide general administrative support to project managers and teams, including scheduling meetings, booking travel arrangements, and handling correspondence.
• Prepare and distribute meeting agendas, minutes, and reports as required.
• Assist in the preparation and formatting of documents, presentations, and project proposals.
• Maintain and update project management systems and databases.
• Coordinate with procurement, finance, and other departments to facilitate smooth project execution.

Key Tasks:

Document Control:

• Maintain and update document control procedures to ensure all project-related documents are properly filed and indexed.
• Distribute and track documents, such as engineering drawings, technical specifications, reports, and contracts, ensuring all team members have access to the latest versions.
• Ensure compliance with document control standards, including naming conventions, version control, and filing systems.
• Organise and maintain both electronic and physical document archives for easy retrieval.
• Ensure timely distribution and submission of documentation to relevant internal and external stakeholders.

Project Administration:

• Provide administrative support to project managers, engineers, and other team members, including arranging meetings, booking travel, and handling correspondence.
• Assist in the preparation and formatting of project documentation, such as reports, presentations, and technical submissions.
• Track project schedules, monitor milestones, and follow up on deadlines, ensuring project documentation and tasks are completed on time.
• Manage project calendars, coordinate team meetings, and record and distribute meeting minutes.
• Support the procurement team by helping with documentation related to suppliers and subcontractors.

Key Measurables:

Document Control:

• Master Document Registers kept up to date.
• Documents issued as per project and business processes.
• Documents issued on time and any delays fully understood.
• Roll out training on document control processes.

Project Administration:

• Timely completion of administrative tasks.
• Proactive approach.
• Demonstrate understanding of the project requirements.

Key Behaviours:

• Strong organisational skills with an ability to manage multiple tasks and priorities.
• Excellent written and verbal communication skills.
• Attention to detail and a high level of accuracy.
• Ability to work under pressure and meet deadlines in a dynamic project environment.
• A proactive, solution-oriented approach with strong problem-solving skills.

Qualifications

Essential Qualifications:

• Proficiency in document management systems (DMS), project management software, and Microsoft Office Suite.

Desirable Qualifications or Equivalent Experience to role:

• Familiarity with engineering drawings, technical documentation, and industry standards (e.g., ISO, IMCA) is preferred.

Demonstrable Experience Specific to Role:

• Previous experience in administrative and document control roles.