Document Controller - Landscapes & Gardens

Document Controller/Operations Administrator - Landscapes & Gardens

Sands End, Greater London

£35,000 - £40,000

Job Objective

This role is responsible for the implementation and ongoing maintenance of the digital workflow process platform and other administrative duties for the operational divisions. This is a critical role, acting as the 'backbone’ of the team, supporting our procedures, and maintaining transparent, up-to-date and easily traceable documents.

Key Responsibilities

Document Management:

• Maintain an organised and up-to-date electronic and physical filing system.
• Receive, categorise, and file documents in a consistent and accessible manner.
• Ensure the confidentiality, security, and integrity of sensitive documents.

Records Keeping:

• Track and update records, including training, invoices, and project documents.
• Retrieve and provide documents as requested by team members and external parties, playing an integral role in our annual audits (ie: ISO and CHAS etc.)
• Ensure compliance with record-keeping policies and procedures.

Administrative Support:

• Assist with scheduling meetings, managing calendars, and handling correspondence.
• Coordinate company-wide training arrangements and maintain the training matrix.
• Handle general administrative tasks to support the smooth operation of the office.

Communication:

• Act as a liaison between all departments to facilitate document exchange.
• Communicate document control procedures and best practices to team members.
• Assist in the preparation of reports and presentations.

Quality Assurance:

• Review documents for accuracy, completeness, and adherence to company standards.
• Assist in identifying areas for process improvement and implement solutions.
• Conduct periodic audits to ensure document compliance.

Requirements

• Previous experience in document control and administration preferable
• Proficiency in the document management software, Reflow would be a distinct advantage
• Good understanding of the lifecycle and principles of project management and project delivery
• Competence in Microsoft Office Suite
• Strong organisational and time management skills
• Attention to detail and a commitment to accuracy
• Excellent communication and interpersonal skills
• Team player with strong relationship building skills
• Good time management
• Quality driven with good filing skills
• Pro-active problem solver
• Solid data entry skills
• High levels of ethical conduct: honesty, trustworthiness, integrity

Benefits & Package

• Salary £35K-£40K depending on experience
• Permanent, full time, office-based role
• Collaborative, upmarket office environment - location SW18
• 20 days holiday, excluding Bank Holidays
• Birthday day off
• Company pension scheme
• Health cash plan
• Cycle to work scheme
• Excellent training and development opportunities
• Access to e-learning platform
• Employee Assistance Program
• Quarterly social events