PTW Administrator/ Document Controller

Orion Group; United Kingdom; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading workforce solutions provider in the United Kingdom is seeking a highly organized Permit to Work Administrator/Document Controller for a full-time role. The successful candidate will manage Permit to Work packages and ensure compliance with document control processes. Essential qualifications include proficiency in Microsoft Office, excellent communication skills, and the ability to work independently. This is an ongoing contract opportunity, offering a dynamic work environment that values diversity and inclusion.

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.

Responsibilities

• Create Permit to Work packages following instructions.
• Enter and update PTW information including status changes.
• Ensure all PTW packages are reviewed and authorised.

Skills

Proficiency in Microsoft Office

Understanding of document control processes

Excellent communication skills

Ability to work independently and in a team

Attention to detail

Ability to multi-task

Tools

MS Word

Excel

PDF management

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.

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

Desirable

• 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 background with 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.