PTW Administrator & Document Controller

Orion Engineering Services Ltd; Invergordon; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading engineering services company in Scotland is seeking a highly organised Permit to Work Administrator. This full-time role involves managing document control and permit to work processes, requiring strong proficiency in Microsoft Office and a meticulous approach. The ideal candidate has excellent communication skills, the ability to work independently and in a team, and a commitment to maintaining compliance with industry standards. Join a diverse team committed to inclusivity and operational excellence.

Qualifications

• Strong proficiency in Microsoft Office, especially MS Word, Excel and PDF management.
• Good understanding of document control processes.
• Excellent communication skills and positive service attitude.
• Ability to work flexibly and react to day-to-day changes.

Responsibilities

• Create Permit to Work packages following instructions from the team.
• Enter and update PTW information including status changes.
• Ensure all PTW packages are reviewed and authorised.
• Manage the movement, recording, and filing of all project documentation.

Skills

Strong proficiency in Microsoft Office

Good understanding of document control processes

Excellent communication skills

Ability to work independently and as part of a team

Attention to detail

Ability to multi-task

Tools

Microsoft Word

Microsoft Excel

PDF management tools

Microsoft Project

Job description

On behalf of our Client, we are seeking a highly organised and detail-oriented Permit to Work Administrator/ Document Controller to join their team on a full-time, ongoing contract basis.

This key role supports the smooth operation of the facility by managing document control and permit to work processes with a high level of organisation, competence and attention to detail.

Key Responsibilities

• Create Permit to Work (PTW) packages following instructions from Maintenance Technicians, OMF Co-ordinators, Operations and Contractors/ Subcontractors.
• Enter and update PTW information including status changes, work order numbers and permit numbers.
• Ensure all PTW packages are reviewed and authorised by QHSES and validated by Management.
• Maintain and update the list of authorised permit authorisers, ensuring it is accessible in the PTW office.
• Scan, store and manage electronic copies of completed PTWs, ensuring adherence to retention policies.
• Create rollover permits as required and update the Permit Register accordingly.
• Manage the movement, recording, tracing, filing and distribution of all project specific documentation.
• Ensure document control processes are followed and comply with company policies and industry standards.
• Maintain an up-to-date Drawing Register and print/distribute the latest revisions of documents and drawings.
• Assist Document Control personnel as needed.
• Support visitor and subcontractor inductions on site
• Compile and organise electronic files and deliverables for project compliance and timely submission.
• Provide administrative assistance to Operations, Maintenance & Facilities Lead and other departments as required.
• Adapt to day-to-day changes and maintain flexible work patterns to meet the demands of a busy operational environment.

Requirements

Essential

• Strong proficiency in Microsoft Office, especially MS Word, Excel and PDF management
• Good understanding of document control processes
• Excellent communication skills and positive service attitude
• Ability to work independently and as part of a team
• High level of commitment, organisation, attention to detail and competence
• Ability to multi-task
• Ability to work flexibly and react to day-to-day changes
• Ability to organise own workload and to work accurately

Desireabale

• Background in Safe Systems of Work
• Previous document control experience
• Recognised qualifications in document control and/or technical writing
• Familiarity with ISO 9001 standards related to documentation and data control
• Working knowledge of Microsoft Project
• Working knowledge of Control of Work Systems
• Industrial backgroundwith a practical understanding of a wide range of plant and machinery

Our role in supporting diversity and inclusion

As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.