Document Controller / Project Administration Assistant

Job Description

Job Title: Document Controller / Project Administration Assistant

Reporting To: Commercial & Programme Manager

Supporting: Senior Project Managers, PMO and Project Delivery Teams

Location: Dartford Office with occasional site visits as required

Role Purpose

The Document Controller / Project Administration Assistant will provide administrative, document control and project support services to the Projects Division. The role is responsible for maintaining accurate project records, ensuring documentation is correctly managed and distributed, supporting project reporting requirements, and assisting the delivery teams with day-to-day project administration.

Working closely with the Commercial & Programme Manager and Senior Project Managers, the role will help ensure projects are delivered in an organised, compliant and efficient manner, whilst maintaining high standards of document control and governance.

Key Responsibilities

Document Control

• Establish and maintain project document registers.
• Control the receipt, issue and distribution of project documentation.
• Upload, file and manage documentation within client portals, SharePoint, Microsoft Teams and internal systems.
• Ensure project documentation is correctly version controlled and archived.
• Distribute technical submissions, drawings, reports, O&M information and project correspondence.
• Track document approvals and ensure responses are actioned promptly.
• Maintain project folders and ensure information is stored in accordance with company procedures.

Project Administration

• Provide administrative support to Senior Project Managers and project teams.
• Support project mobilisation and close-out activities.
• Coordinate information requests between internal teams, clients, consultants and subcontractors.
• Assist in compiling project documentation for handover and completion.
• Ensure Monday.Com is constantly updated.
• Ensure project information remains accurate and up to date.

Commercial Support

• Support the Commercial & Programme Manager with project administration activities.
• Assist with purchase order administration and supplier documentation.
• Track receipt of quotations, approvals and supporting documentation.
• Assist with monthly reporting requirements.
• Ensure project records are maintained for audit and compliance purposes.

Key Relationships

Internal

• Commercial & Programme Manager
• Senior Project Managers
• PMO Team
• Project Managers
• Health & Safety Team

Skills & Experience

Essential

• Previous experience in an administrative, project support or document control role.
• Strong organisational and time management skills.
• Excellent attention to detail.
• Competent in Microsoft Office Suite, particularly Excel, Word and Outlook.
• Experience using Microsoft Teams and SharePoint.
• Ability to manage multiple priorities and deadlines.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.

Personal Attributes

• Highly organised and methodical.
• Proactive and willing to take ownership.
• Professional and reliable.
• Adaptable and flexible.
• Strong problem-solving ability.
• Positive team player.
• Committed to delivering accurate and high-quality work.