Site Administrator & Document Controller

NES Fircroft; Greater Lincolnshire; On-site; GBP 21,000 - 30,000; Full time

Benefits offered by this job

12-month contract

Grimsby-based role

Dynamic and collaborative working env.

Job summary

NES Fircroft seeks a Site Administrator / Document Controller for an offshore wind operations facility in Grimsby on a 12-month contract. The role combines 75% site administration with 25% document control to support a busy project team and ensure document management and compliance standards are met.

You will coordinate travel, meetings, and communications, manage filing and PO tracking, and provide guidance on document workflows while supporting project teams and contractors across the

Qualifications

• Significant experience in a Document Controller or Site Administrator role.
• Experience supporting large engineering, construction, infrastructure or energy projects.
• Knowledge of document management processes and best practices.
• Experience using EDMS.
• Proficient in Microsoft Office applications including Outlook, Word, Excel, PowerPoint, Access and SharePoint.
• Excellent organisational skills and attention to detail.
• Strong communication and stakeholder management abilities.
• Ability to manage multiple priorities and deadlines in a fast-paced project environment.
• Proactive, service-focused and team-oriented approach.

Responsibilities

• Site Administration (75%): provide general administrative and secretarial support to the site team.
• Arrange travel, accommodation, meeting rooms and team events.
• Welcome visitors, manage incoming calls and enquiries; coordinate comms across departments.
• Raise and track purchase orders; support team requisitioning activities.
• Coordinate meetings, prepare agendas and record minutes; organise team workshops and events.
• Support training coordination for ~48 personnel; undertake ad hoc duties.
• Document Control (25%): support document management within the O&M team.
• Assist with document workflow processes and traceability throughout the lifecycle.
• Ensure documentation is stored, retrievable and compliant with procedures.
• Distribute documents per distribution requirements; verify with contractors and suppliers.
• Provide training on document management systems and processes; support close-out reporting.

Skills

Organisational skills

Communication

Stakeholder management

Multitasking

Team-oriented

Proactive service-focused

Tools

EDMS

Microsoft Office (Outlook, Word, Excel, PowerPoint, Access)

SharePoint

Job description

Site Administrator / Document Controller

Location: Grimsby, UK

Contract: 12 Months

Hours: 37 Hours per Week

Sector: Offshore Wind

Our client, a major offshore wind farm developer, is seeking a Site Administrator / Document Controller to join their Operations & Maintenance facility in Grimsby on a 12-month contract basis. This position offers a varied role with approximately 75% site administration responsibilities and 25% document control duties, supporting a busy offshore wind operations team. The successful candidate will play a key role in ensuring the smooth day-to-day running of the office while maintaining high standards of document management and project compliance.

Key Responsibilities

Site Administration (75%)

• Provide general administrative and secretarial support to the site team
• Arrange travel, accommodation, meeting rooms and team events
• Welcome visitors and manage incoming calls and enquiries
• Coordinate communication across internal departments and stakeholders
• Handle incoming and outgoing correspondence
• Maintain office filing systems and records
• Raise and track purchase orders and support team requisitioning activities
• Coordinate meetings, prepare agendas and record meeting minutes
• Organise team workshops, conferences and events
• Support training coordination activities for approximately 48 personnel
• Undertake additional ad hoc administrative duties as required

Document Control (25%)

• Support the document management function within the Operations & Maintenance team
• Assist managers and project teams with document workflow processes and requirements
• Ensure accurate traceability and control of project documentation throughout the document lifecycle
• Maintain compliance with established document control procedures and standards
• Ensure documentation is accurately stored, maintained and easily retrievable
• Monitor incoming drawings and documents, distributing them in accordance with document distribution requirements
• Perform document management verification activities with contractors and suppliers
• Provide support, guidance and training to project personnel on document management systems and processes
• Support project close-out documentation activities and reporting requirements

Requirements

• Significant experience within a Document Controller, Site Administrator, Project Administrator or similar role
• Experience supporting large, multidisciplinary engineering, construction, infrastructure or energy projects
• Strong understanding of document management processes, procedures and best practice
• Experience using Electronic Document Management Systems (EDMS)
• Proficient in Microsoft Office applications including Outlook, Word, Excel, PowerPoint, Access and SharePoint
• Excellent organisational skills and attention to detail
• Strong communication and stakeholder management abilities
• Ability to manage multiple priorities and deadlines in a fast-paced project environment
• A proactive, service-focused and team-oriented approach
• Experience working within engineering, construction, renewables, offshore wind or similar sectors would be advantageous
• Knowledge of engineering and construction document lifecycles and workflows is highly desirable

What's on Offer

• 12-month contract with a leading offshore wind developer
• Opportunity to support a major renewable energy project
• Dynamic and collaborative working environment
• Grimsby-based role supporting a key Operations & Maintenance facility