Project Administrator/Document Controller

Project Administrator/Document Controller

Location Coulsdon, London
Job Type Permanent
Salary Up to £23,000

Job Description

Position - Full Summary

To co-ordinate and manage Document Control to the Projects department across all projects. Assist the Project Managers in the co-ordination and administration of the project.



  • Maintaining the IMS Document Control system ensuring that the current version of all controlled documents are available to relevant staff;
  • Ensure that all controlled documents are available through the IMS search function;
  • Updating and testing the IMS and project document records;
  • Communicating by email to all relevant staff, new and revised changes to documents;
  • Checking and issue of documents to clients via email or document management portal;
  • Ensuring relevant and current documentation is available on SPIDER;
  • Offer advice and recommendations for improving the Document Control processes;
  • Uploading the latest versions of project-orientated documentation as requested by project


  • Maintenance of customer standards;
  • Control of customer property onto the Company’s customer documentation web server;
  • Trained as an Intranet Super-User;
  • Booking staff training and keeping IMS training records up to date;
  • Ensure the labour assign on IMS is up to date on a daily basis Weekly cross-referencing staff timesheets against labour supply invoices and approving;
  • Monitoring stationery and placing orders;
  • Raising purchase requests when required on the SAP System for project engineers/managers
  • To undertake and function within reason to ensure the smooth running of the department/working on own initiative and when requested to do so.
  • In addition to duties and responsibilities listed, the job holder is required to perform other duties assigned by the Operations Manager from time to time, as may be reasonably required of them.

Knowledge, skills, and abilities

Education level and/or relevant experience(s)

  • Highly organised and efficient
  • Good knowledge of Excel, Word and Outlook (e-mail, calendar etc);
  • Ability to liaise and communicate on all levels;
  • 2 year(s) experience in similar role;
  • Use of Document Management Portals such as Acconex or Asite an advantage
  • Experience of working with or for TfL and / or Network Rail in a similar role an advantage
  • Basic knowledge of Health and Safety;
  • Able to work as part of a team;
  • Must be able to read, write and converse freely in the English language;
  • Be reliable and punctual;
  • To work conscientiously in a high profile and demanding environment;
  • Comply with the rules of the organisations Competence Management System;
  • Helps to identify training needs of self and others. Detailed training programme for IMS Document Control system will be provided


General Tasks – Manager / Expert above level (Total: 20%)

1. Quality and Compliance

- Compliance with Company’s Quality Processes.

- Compliance with Company’s Policies and Procedures.

- Partaking of all corporate requirements e.g. ISM. CSR, Anti bribery & Corruption, Competition Law (list not Exhaustive)

- Bench Marking activities

2. Administrative / Miscellaneous

- General administration

- Undertaking of any project within the skill set of the position

- Attendance of required training

- Undertaking of business trips

3. Team Building / Communication

- Provide best practice sharing with the community

- Develop effective relationships

4. Health, Safety and statutory compliance

- Comply with all required policies and procedures (central & local ones).

- Comply with Health & Safety Policies.

- Always keep safety in mind and act in a safe manner.

- Ensure H&S breaches are reported

5. Environmental and statutory compliance

- Comply with all required policies and procedures (central & local ones).

- Comply with Environmental Policies.

- Always keep Environment in mind and act in an Environmentally Friendly manner.

- Ensure Environmental breaches are reported


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