Please note this is a temp to perm dual role opportunity.
Office Coordinator & Document ControllerTo provide full, effective support of project administration and document control via the project controlsystem and documentum supporting the project team(s) required.Working with assistance to develop core administrative and document control knowledge and skillsacross projects, controlling keys documentation, process and workflow management as part of theproject team displaying drive & enthusiasm, taking responsibility for their own professionaldevelopment.Document Control
- Produce and maintain the project work project list and ensure documents are being assigned to work packages as per work packaging guidelines & in tandem with the sub-subcontractor viewing restrictions.
- Produce and maintain the distribution lists as per the agreed distribution matrix.
- Produce and maintain the 'overdue reports', issuing to the project team and key stakeholders within the project team, design team and supply chain.
- Produce request for information (RFI) summary reports as part of the weekly reporting process.
- Coordinate and issue sub-subcontractor's submittals to design team as lead review any additional actions
- Coordinate and monitor against the document control system process & procedures guides for each project.
- Coordinate the distribution of drawings for authorisation.
- Communicate all project control system procedures / processes guides are issued to all project team members, design team & supply chain members.
- Assist with training team members, sub-subcontractors and designers on the digital platforms and project control systems in use across the project.
- Assist with covering of main contractor administration staff when on annual leave requires, this is to be agreed with the MEP project lead prior to undertaking.
- Assist in the compilation of the operation and maintenance (O&M) manuals assisting with formatting and filing and uploading of documents alongside the project team and O&M specialist.
- Assist with the setting up and population of the project snagging and quality assurance systems using the proposed digital platform.
- Assist in the processing of site instruction produced by other
- Review and QA check all information uploaded onto the system and process accordingly this will incorporate ensuring all drawings and documents are uploaded in accordance with the procedures and that all drawings and documents can be read and printed correctly using the viewer.
- Review and ensure that designers are publishing documents in accordance with the protocols and using the agreed distribution matrixes
- Review and ensure that both consultants and supply chain members issue data onto the documentation management system ensure that their project status is per project protocol.
- Review and ensure that the agreed forced issue groups are set up so that the sub-contractors issue all drawings and documents directly to PIC
- Attend all training provided by the Information Management Team (IMT) as required.
Office Coordinator- Coordinate the project lead's diary and project team mailbox and calendar.
- Coordinate internal and external meetings and assisting with preparing presentations, documents,
- equipment, and refreshments as required.
- Coordinate travel arrangements and itineraries for the project team.
- Coordinate, order and manage personal protective equipment for internal staff and visitors, maintain the
- visitor's equipment via a register and lockable storage.
- Coordinate office moves. With storage boxes, transportation (as required) liaising with the main contractor
- and logistics teams along with the lead construction manager.
- Coordinate the setup and maintenance of the project office functions including managing third party
- suppliers, printers, IT equipment, refreshments.
- Coordinate project events.
- Coordinate site archiving.
- Coordinate and assist with the onboarding new starters.
- Monitor and maintain the company electronic filing system, ensuring files are correctly named, dated and
- documents stored clearly.
- Monitor and maintain the office stationery supply and requirement regularly reviewing stock and the team's
- Discussing order values if irregular with the project lead.
- Monitor and maintain information security policies.
- Monitor and maintain heath safety and wellbeing (HSW) standards within project office, undertaking HSW
- inspections within the office demise to identify potential shortfalls such a PAT testing / toilet and kitchen
- Produce and update project documentation including Training Register, Project Directory, Asset Register,
- team organograms etc.
- Produce regular project reports, including monthly site hours, weekly timecards etc.
- Produce and coordinate the communicate system upgrades to project team.
- Produce and coordinate the communicate for training requirements to project team.
- Produce and coordinate the communicate BU deadlines and requirements to project team.
- Produce and upload monthly site hours to HSW system.
- Assisting in the production of the commercial purchase orders.
- Assisting in the production and upload of site instruction onto the document control system.
Technical Competency & Skills
- Excellent IT skills covering Microsoft Office - Excel, Word, Powerpoint, Outlook
- Experience of web-based applications/software i.e Aconex/Conject/A-site
- Good organisation and communication skills
- Attention to detail and accuracy.
- Able to work effectively in a team environment.
- Good timekeeping.
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