Project Administrator / Document Controller

Position: Project Administrator / Document Controller
Department: Projects (multi/various)
Assignment: Permanent
Line Manager: BTR Divisional Manager
Reports: 0
Start Date: ASAP
Recruitment contact:  Tim Davis
Location: Kimpton Premises, only occasional site visits may be required

 

Essential Skills / Qualifications / Attributes:

  • Previous experience in a Project Administrator / Document Control role, minimum 2years.
  • Excellent attention to detail, organised, and disciplined in ensuring correct processes are followed.
  • Willing to contribute to the work of the team in implementing and, where necessary, helping to develop efficient work processes.
  • Fully conversant with (excellent working knowledge of) MS365 packages, particularly Excel/Word/Outlook/Teams/Sharepoint etc.
  • Previous experience using cloud based ERP / document control software systems.
  • Exceptional time management skills. Highly organised individual. Comfortable handling a wide variety of tasks, self-motivated to pro-actively keep a team on track and ensure nothing gets forgotten or missed.
  • Always professional in approach, but unafraid of scheduling and/or chasing up others directly when necessary on tasks to achieve timely and proper close out.
  • Must be able to build trust and confidence through competence, consistently delivering on promises, and promoting clear and timely communications with customers, colleagues, supply chain, and other project stakeholders.
  • Act as a dependable assistant to the Project Manager, being a self-starter with good judgement and initiative, and a capable negotiator who ‘gets things done’ – on time and properly.
  • Highly organised and driven individual committed to delivering excellence through great teamwork, sound decision making, with thorough and timely communications.
  • Laser focussed determination to deliver on promises every time, for the internal team in particular, but also for other company and project  stakeholders.
  • Alignment with our Company FIT values. Maintain a positive and relentless determination to consistently deliver on promises.

 

Desirable Skills:

  • Previous experience in a construction contracting company, preferably with MEP bias.
  • Previous experience of cloud based ERP / document control systems, preferably any or all of: Procore, Fieldview, 4P, Aconex etc.
  • Familiar with typical project documentation types. E.g. Drawings, Schedules, Specifications, Programmes etc.
  • Working knowledge of Microsoft Project, and understanding of how time can impact project budgets.
  • Previous experience in setting up and negotiating terms in a competitive market, such as for accommodation rentals, travel rates etc.

 

General Statement:

The role requires a can-do, hands-on, pro-active approach and a tenacious, organised, character that is focussed on sustainable business success, while operating within our FIT values. This is a role that for the right candidate will grow as the business grows and they will be a capable team player who can confidently engage at all levels internally and externally. The company meets flexibility with flexibility and they will need to be willing to go the extra mile to get the job done as the needs of the business requires, but the overriding requirement is to genuinely want to be a key part of the long term future success of the company.

 

Duties:

  1. Act as the central document control resource and co-ordinator for the company Projects Enterprises, responsible for ensuring the completeness, consistency, and quality of all project related documentation across multiple projects.
  2. Review all documentation for completeness, compliance, and accuracy at appropriate document control stages. Take appropriate and timely actions as needed to ensure the integrity of these records and to meet deadlines.
  3. Set up / adapt templates /schedules/processes as necessary (in-line with company management systems) to streamline and support the work of the site teams, ensuring that all records are relevant and nothing is missed. Ensure that all required records are completed and securely stored in a timely and proper manner.
  4. Act as the gatekeeper interface between document systems, checking information integrity/completeness and carrying out routine document uploads/imports to/from
  5. Procore and same for Customer document control and ERP systems to meet their deadlines.
  6. Assist smooth information flows and good co-ordination / communication / record keeping across all project team disciplines.
  7. Assist with timely and proper resourcing of projects, carrying out tasks and progressing follow ups, and scheduling / bringing forward actions to close to keep the team on track.
  8. Contribute to and/or produce progress updates and attend project meetings as required. Take/record project meeting minutes.
  9. Attend internal ISO meetings and assist in management system records and development of processes and associated tools.
  10. Review designers and contractors’ drawings for completeness of information and ensure compliance with contract requirements. Notify relevant parties of any discrepancies in timely manner and ensure actions are closed out.
  11. Produce the project handover file documentation, developing and building this from the get-go on a project to ensure that this is fully complete and is ready to be presented in the correct manner/format in time for PC, or other agreed contract deadline.
  12. Assist with managing accommodation and travel arrangements for the project team, including securing and managing suitable and economic property rentals, train travel etc.
  13. To engage with, and support, the work of the wider team in any tasks reasonably required, retaining at all times alignment with company FIT values.

 

How to apply

Please send your cv and a covering letter to vacancies@kimpton.co.uk

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