Document Controller / Project Administrator

7 days left

Recruiter
Bespoke
Location
London
Salary
28000-30000 per annum
Posted
21 November 2018
Closes
19 December 2018
Ref
44248
Job Function
Creative
Contract Type
Permanent
Hours
Full Time

An architecture and urban planning practice require a Document Controller / Project Administrator to join their south east London studio.

Key Responsibilities

DOCUMENT CONTROL

•To assist the teams in assigning document numbers to files (documents, drawings and references)

•Reviewing all documents to be issued, to check all required information is present and compliant with the numbering system. Alert design team members of any corrections required, and time frame for correction and issue to meet scheduled deadlines.

•To assist the teams with issuing documents externally. For digital files this will include use of extranet systems, ftp sites and email. For non-digital items this will include organising couriers and postage.

•To track all documents issued by the project team.

•To maintain an accurate issue record for all projects.

•To track all incoming documents for the relevant projects.

•Print, stamp and file drawings and documents as required by the teams.

•Working alongside the document controllers of external parties and being a point of contact for document control queries both internally and externally.

•To work alongside the team CAD Co-ordinators and IT department assisting where necessary to ensure that both teams are working to the correct CAD protocols.

•Research and retrieve documents, both manually and electronically.

PROJECT ADMINISTRATION

Printing, scanning and copying.

•Filing and archiving (digital and paper).

•Organising couriers.

•Diary management.

•Assisting with the creation of presentations and programmes.

•Updating intranet information.

•Updating project directories.

•Drafting/formatting correspondence, memos, minutes, reports, schedules and emails.

Covering PA duties such as answering telephone calls, diary management and emails when necessary.

•Welcoming new team members and familiarising them with the office/project.

FLOOR ADMINISTRATION

•Distributing post and stamping and logging when necessary.

Ensuring meeting tables are clear.

•Ordering of stationery.

•Providing refreshments for meetings (when catering assistant is unavailable).

•Checking general floor tidiness and cleanliness and raising any problems with relevant member of staff.

Fulfilling receptionist cover delivering a high standard of client care at all times

 

Skills and Experience

Essential: Word/Excel/Powerpoint

Desirable: Experience of using extranet systems (e.g. 4projects, MS Project, Conject, Aconex) InDesign

IT: Fix basic computer problems/connect to network/set up laptop & projector etc

•Be willing to work with the project teams to meet set deadlines and ensure protocols are being adhered to and standards etc being met.

•Flexible approach to work - happy to help out with any tasks required to ensure the smooth running of the project at all times

•Ability to work to strict deadlines and cope under pressure

•Communication skills, both verbal and written and ability to communicate with all levels in the Practice

•Attention to detail

•Meticulous and thorough

•Ability to work unsupervised when required

•Confident approach to work

•Ability to use own initiative

•Patience

•Proactive rather than reactive

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