Contracts Administrator - Document Controller in London, London, United Kingdom

Job title: Contracts Administrator - Document Controller

Type: Permanent

Location: Kings Cross

Salary: £25,000 - £35,000 + benefits

Job Reference: JHCADC

The main purpose of this position is to provide an administrative support within the business where necessary and as directed and to manage relevant documentation within the business, specifically on projects.

Maintaining administration support within the business where necessary to assist in the effective management of information, appointments, meetings and diary allocations. To manage relevant documentation within the business, specifically on projects.

Role

  • To ensure the effective distribution and control of appropriate documentation
  • Use and development of an electronic documentation management system.
  • Ensure all company archiving is managed and logged according to policy requirements
  • Assist in the production and distribute briefing notes for managers on new and altered documentation received.
  • To provide support on company documentation procedures and policies. Provision of assistance and training to projects staff working on site on following the correct processes and procedures and using the document management system.
  • Ensure appropriate and accurate records are kept
  • To manage the onsite and offsite archiving facilities
  • To ensure the registration, distribution, notification and filing of documentation and other media for project and site office as necessary adhering to specified deadlines.
  • Provide administrative support to the managers and staff within the designated section.
  • Maintain and control annual leave, sickness records, production of weekly movement charts and the administration of departmental time sheets.
  • Scheduling of appointments, arranging meetings with customers, sub-contractors and external companies. Data management, document control and any other task to enable the effective running of the department.
  • Liaise with external companies and customers at all levels, demonstrating a highly professional manner with effective communicational skills.
  • Set up and maintain correspondence logs both incoming and outgoing.
  • Maintain all relevant filing systems.
  • Update and maintain departmental organisational charts and point of contact lists.
  • Ensuring completion of Daily Diaries by Testers & Installation staff for transmittal via Document Control, whilst maintaining spreadsheet for auditing purposes.
  • Recording of all Contractor/Sub-contractor timesheets & hours allocations to specific areas of costing/stage descriptions.
  • Process invoices.
  • Completing First Aid supplies checks, Building & Fire safety equipment inspections on a monthly basis, reporting any failures and ensuring the following up of any actions required.
  • Organise ad-hoc travel and hotel facilities for team, including the arrangements of servicing and hiring of vehicles whilst obtaining management approval for requests, keeping record of numbers and management of costs.
  • Liaise with Information Technology and office facilities.
  • Raise purchase requisitions.
  • Assist with the procurement of resources, Personal Protective Equipment & stationery.
  • Focal support point for the team staff members.
  • Effectively communicate and liaise with external companies and customers at all levels in a highly professional manner.
  • Design and maintain relevant spreadsheets.
  • Production of PowerPoint presentation as required.
  • Attendance at meeting and recording of minutes as required.
  • Assist with the monitoring of Key Performance Indicators for the project.
  • Support the managers with resourcing schedules for the project.
  • Assist with maintenance of progress trackers for the project.
  • Document Control administration between the Client and/or Partners in a timely manner, whilst keeping exacting records of all transmittals and Document Received Notices.
  • Knowledge of all necessary financial processes and procedures, including WAS, maintaining 100% accuracy at all times.
  • Subject to the Terms & Conditions of your contract, it may be required that some travel and shift pattern changes will be necessary to fully perform some of your duties/activities.

.

Essential requirements:

  • Information Technology skills in Microsoft Office, Word, Excel and PowerPoint.
  • Experience in document control and/or configuration management tools and process.
  • Methodical and conscientious
  • Minute recording.
  • Organisational skills.
  • Demonstrate good communication skills, particularly telephone.
  • Team orientated.
  • Provide information to a high degree of accuracy within short time scales.
  • Effective problem solving and decision making abilities.
  • Must be highly dependable with the ability to foresee potential situation and provide necessary initiative to follow through and assure that the issues or problems are handled in an efficient and expedient manner.
  • Respect of confidentiality where necessary.
  • Experience of working in an administrative role.
  • Knowledge of the procurement process.

To apply please contact Josh Hill at advance or apply

We are an equal opportunity employer and value diversity in our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

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