Document Controller at Actavo

Actavo; Kildare; On-site; EUR 42,000 - 58,000; Full time

Benefits offered by this job

Pension plan

Life assurance – 4 times your annual</

Employee assistance programme

Refer a friend scheme

Maternity pay

Educational assistance

Career progression opportunities

Long Service Awards

Job summary

Actavo in Kildare, Ireland is seeking a Document Controller & Assistant Pre-Contract Coordinator to manage tender and pre-contract documentation, ensuring accuracy and timely submissions. You will coordinate inputs from estimators, bid managers, and specialist teams while providing essential administrative support throughout tender lifecycles.

The role calls for strong MS Office skills, experience with document management systems, and familiarity with SharePoint or tender portals.

Qualifications

• Advanced Microsoft Office skills (Word, Excel, PowerPoint).
• Strong document formatting and editing abilities.

Responsibilities

• Document Control: maintain tender and pre-contract documents per procedures.
• Pre-Contract Coordination: assist with tender and pre-qualification submissions.
• Coordinate inputs from estimators, bid managers, commercial and operational teams, SME.
• Admin support: schedule tender review meetings and issue minutes/action logs.
• Prepare correspondence, reports and submission documentation.
• Ensure submissions comply with client and company requirements.
• Maintain records related to ISO standards, certifications, policies and accreditation documentation.

Skills

Advanced MS Office

Document formatting

Education

Third-level qualification in related field

Tools

Document management systems

SharePoint

Job description

This Full time on site position offers great opportunities for career growth. We’ve worked hard to build a culture where people feel a genuine sense of belonging, wherever they work in our operations, and whatever their role. Our culture is grounded in our core values and our very strong commitment to delivering every day for our clients and their customers, getting everyone home safely, and caring about your wellbeing. Actavo in Kildare, KE, IE.

The Role

The Document Controller & Assistant Pre-Contract Coordinator will support the successful delivery of tender submissions and pre-contract activities through effective document management, administration, and coordination. The role is responsible for maintaining accurate tender documentation, ensuring compliance with document control procedures, coordinating information requests, and providing administrative support throughout the tender lifecycle. The successful candidate will play a key role in ensuring submissions are completed accurately, professionally, and within strict deadlines. This role offers an excellent opportunity for an organised administrator or document controller looking to develop a career within construction tendering, bid management, and pre-construction activities.

Responsibilities

• Document Control Manage and maintain all tender and pre-contract documentation in accordance with company document control procedures.
• Pre-Contract Coordination Support the preparation and submission of tender and pre-qualification documents.
• Coordinate document inputs from estimators, bid managers, commercial teams, operational teams, and subject matter experts.
• Admin Support Schedule tender review meetings and issue meeting minutes and action logs.
• Prepare correspondence, reports, and submission documentation.
• Compliance Ensure all submissions comply with client and company requirements.
• Maintain records relating to ISO standards, certifications, policies, and accreditation documentation.

Requirements

• Third-level qualification in Business Administration, Construction Management, Engineering, Project Management or similar desirable.
• Document Control or Project Administration certification advantageous.
• Previous experience in a document control, administration, coordinator, or project support role.
• Experience supporting tenders, bids, or pre-contract activities would be advantageous.
• Familiarity with document management systems and electronic filing structures.
• Advanced Microsoft Office skills, particularly Word, Excel, and PowerPoint.
• Strong document formatting and editing abilities.
• Experience using SharePoint, document management systems, or tender portals desirable.

Benefits

• Pension plan Life assurance – 4 times your annual salary
• Employee assistance programme
• Refer a friend scheme
• Maternity pay
• Educational assistance
• Career progression opportunities
• Long Service Awards