Project Administrator and Document Controller

Role Purpose:

We are seeking a highly organised and proactive Project Administrator and Document Controller to join our team in the cable lay and burial sector. The successful candidate will play a critical role in supporting project operations by ensuring that all administrative tasks and document control procedures are efficiently managed. This position requires a keen attention to detail, excellent organisational skills, and the ability to work collaboratively in a fast-paced environment.

Key Areas of Responsibility:

Document Control:

• Manage, control, and distribute project-related documents, drawings, and reports.
• Ensure that all project documentation is filed, archived, and easily retrievable according to company standards and project requirements.
• Maintain document registers, ensuring accuracy and currency.
• Ensure compliance with project and industry-specific documentation standards.
• Handle the flow of documentation between internal teams, clients, contractors, and other stakeholders.
• Assist with internal and external audits by providing required documentation and records.
• Monitor deadlines, report any compliance issues, and follow up on action items.
• Serve as the point of contact for document control queries and provide guidance on document management processes.
• Liaise with clients, subcontractors, and suppliers to ensure effective communication and document exchange.

Project Administration:

• Provide general administrative support to project managers and teams, including scheduling meetings, booking travel arrangements, and handling correspondence.
• Prepare and distribute meeting agendas, minutes, and reports as required.
• Assist in the preparation and formatting of documents, presentations, and project proposals.
• Maintain and update project management systems and databases.
• Coordinate with procurement, finance, and other departments to facilitate smooth project execution.

Key Tasks:

Document Control:

• Maintain and update document control procedures to ensure all project-related documents are properly filed and indexed.
• Distribute and track documents, such as engineering drawings, technical specifications, reports, and contracts, ensuring all team members have access to the latest versions.
• Ensure compliance with document control standards, including naming conventions, version control, and filing systems.
• Organise and maintain both electronic and physical document archives for easy retrieval.
• Ensure timely distribution and submission of documentation to relevant internal and external stakeholders.

Project Administration:

• Provide administrative support to project managers, engineers, and other team members, including arranging meetings, booking travel, and handling correspondence.
• Assist in the preparation and formatting of project documentation, such as reports, presentations, and technical submissions.
• Track project schedules, monitor milestones, and follow up on deadlines, ensuring project documentation and tasks are completed on time.
• Manage project calendars, coordinate team meetings, and record and distribute meeting minutes.
• Support the procurement team by helping with documentation related to suppliers and subcontractors.

Key Measurables:

Document Control:

• Master Document Registers kept up to date.
• Documents issued as per project and business processes.
• Documents issued on time and any delays fully understood.
• Roll out training on document control processes.

Project Administration:

• Timely completion of administrative tasks.
• Proactive approach.
• Demonstrate understanding of the project requirements.

Key Behaviours:

• Strong organisational skills with an ability to manage multiple tasks and priorities.
• Excellent written and verbal communication skills.
• Attention to detail and a high level of accuracy.
• Ability to work under pressure and meet deadlines in a dynamic project environment.
• A proactive, solution-oriented approach with strong problem-solving skills.