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Role Purpose
Our client is seeking a highly organized and proactive Administrator and Document Controller to join their 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 organizational 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.
Administrative:
- 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.
- Organize and maintain both electronic and physical document archives for easy retrieval.
- Ensure timely distribution and submission of documentation to relevant internal and external stakeholders.
Administrative:
- 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.
Administrative:
Timely completion for administrative tasks
Proactive approach
Demonstrate understanding of the project requirements
Key Behaviours (identify the personal skills associated with the role (i.e., communication, teamwork). This shall form the behavioural element of the competence matrix).
- Strong organizational 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.
Education and Qualifications Specific to Role (Identify the education required for the role. These must include essential, desirable and equivalent experience wherever possible. Note if no desirable qualifications or equivalent experience is stated, Applicants without the essential qualifications CANNOT be hired).
Essential Qualifications
Proficiency in document management systems (DMS), project management software, and Microsoft Office Suite.
Desirable Qualifications or Equivalent Experience
Familiarity with engineering drawings, technical documentation, and industry standards (e.g., ISO, IMCA) is preferred.
Demonstrable Experience Specific to Role
More than 3 years experience in administrative and document control roles
