Site Administrator/Document Controller

Vincera Consulting Ltd; Bath; On-site; GBP 32,000 - 42,000; Full time

Job summary

Vincera Consulting Ltd is seeking a Site Administrator/Document Controller for a Bath-based project with a leading UK construction client.

You will manage on-site administration, maintain quality records, support inductions, and drive ISO 9001:2015 compliance, with daily digital filing and audit readiness.

This role suits a proactive professional with 2 years of building project experience and a secretarial qualification, offering a hands-on, career-driven environment.

Qualifications

• Secretarial degree/diploma or equivalent experience.
• At least 2 years relevant experience on building projects.
• Hands-on, proactive attitude with good rapport.

Responsibilities

• Administer ISO 9001:2015 procedures on site and maintain the Quality Manual.
• Maintain site filing and ensure full softcopy archiving of documents.
• Manage on-site administration, inductions, and competency records.
• Support audits and ensure records are audit-ready at all times.
• Assist with RAMS, permits to work, and daily site records.

Skills

Site administration

Quality management

Inductions

Document control

Audit readiness

Education

Secretarial degree/diploma

Tools

HammerTech

Job description

About the job Site Administrator/Document Controller

Job Title: Site Administrator/Document Controller

Location: Bath

JOB DESCRIPTION:

A fantastic opportunity has arisen for a Site Administrator/Document Controller, working with one of the leading construction companies in the UK & Ireland. In this role you will be seen as an integral member of the site management team and the position is a stepping stone for those who wish to progress quickly to higher level management, given the right characteristics and circumstances: -

As the Site Administrator you will also assume the role of onsite quality representative in conjunction with your duties as a site administrator.

The basic duties of this role are as follows: -

• To administer on site the ISO 9001:2015 procedures and ensure that the guidelines outlined in the Company Quality Manual are adhered to.
• Maintain site filing in accordance with the companies site file structure in softcopy format. Your role is to ensure that you are copied on all incoming correspondence and outgoing correspondence so that a complete filing system is maintained in softcopy format. On completion of project all documentation not already in softcopy format is to be scanned and saved into project file. Update site whiteboard daily.

As the successful applicant, some of your key responsibilities will be:

• The day‑to‑day administration and accuracy of HammerTech (a construction safety and site operations software platform) on site, including:
• Maintaining the site dashboard to ensure all operatives on site hold valid and in‑date competencies, licences and certifications.
• Supporting the site team with inductions, ensuring all new starters have completed the correct induction prior to accessing site.
• Monitoring and escalating expired or expiring, competencies, permits, and documentation to site management for action.
• Assisting the Site Manager and HSEQ Team with the management of:
• Subcontractor RAMS
• Permits to Work
• Daily Safe Starts
• Equipment and plant records
• Ensuring records accurately reflect who is on site at all times, supporting audit readiness and emergency procedures.
• Supporting audits by ensuring records are complete, accurate, and inspection‑ready at all times.
• Assisting with the collection and upload of site‑level environmental data, including (where applicable):
• Waste transfer notes and waste streams
• Training, toolbox talks, and engagement records
• Ensuring supporting evidence uploaded is clear, complete and traceable for external ISO audits
• Client reporting
• Tender and ESG submissions
• Working with the Site Manager and Group Environmental & Quality Manager to ensure monthly data is submitted on time and reflects actual site activity.
• Supporting the maintenance of high‑quality ESG records, recognising that SustainIQ data feeds directly into board reports, external disclosures, and client submissions.
• In the absence of the site Health & Safety Officer you would be responsible for:
• Maintaining health and safety files
• Ensure that the necessary test certificates for all plant are kept up to date
• Carry out site inductions for all new persons entering the site and ensure that all health and safety documentation is adequate
• Ensure that all persons on site have the relevant safe pass and certification for the works they are carrying out
• Complete the necessary safe pass; construction skills and induction register and from time to time carry out spot checks to ensure that all documentation is in place
• Ensure that all sub‑contractors site specific safety plans and method statements are handed over prior to commencement of works.

Background/Experience:

You should ideally hold a secretarial degree/diploma or experience in a similar role.

You should have at least 2 years relevant experience on building projects.

A hands on approach; proactive attitude and good rapport with people is essential in this sometimes‑pressurised role.

Training:

First Aid

This is a great opportunity to join an award winning company who pride themselves on delivering a hands‑on, first‑class service, to ensure the highest standards are achieved on every project.