Project Administrator Document Controller

Title:

Project Administrator and Document Controller

Role Purpose

We are seeking a highly organised and proactive Administrator and Document Controller to join our team in the cable lay and burial sector. The successful candidate will play a critical role in supporting project organisation by ensuring that all administrative tasks and document control procedures are efficiently managed. This position requires a keen attention to detail, excellent organisational skills, and the ability to work collaboratively in a fast-paced environment.

Key Areas of Responsibility

Document Control

Manage, control, and distribute project-related documents, drawings and reports.

Ensure that all project documentation is filed, archived, and easily retrievable according to Company standards and project requirements.

Own and maintain document registers, ensuring accuracy and currency.

Ensure compliance with project and industry-specific documentation standards.

Handle the flow of documentation between internal teams, clients, contractors and other stakeholders.

Assist with internal and external audits by providing required documentation and records.

Monitor deadlines, report any compliance issues and follow up on action items.

Regular status reporting on documentation progress.

Coordinate and agree with the client on the project submission process and register format.

Organise regular alignment meetings with client.

Serve as the point of contact for document control queries and provide guidance on document management processes.

Liaise with clients, subcontractors and suppliers to ensure effective communication and document exchange.

Administration

Be the single point of contact for the project when it comes to project organisation, internal and official document storage.

Be the Company’s project point of contact for project admin related subjects.

Provide general administrative support to project managers and teams, including scheduling meetings, booking travel arrangements and handling correspondence.

Organise and maintain the project Sharepoint site, ensuring compliance with Company processes.

Prepare and distribute meeting agendas, minutes and reports as required.

Assist in the preparation and formatting of documents, presentations and project proposals.

Maintain and update project management systems and databases.

Coordinate with Procurement, Finance, and other departments to facilitate a smooth project execution.

Key Tasks


Maintain and update document control procedures to ensure all project-related documents are properly filed and indexed.

Distribute and track documents, such as engineering drawings, technical specifications, reports and contracts, ensuring all team members have access to the latest versions.

Ensure compliance with document control standards, including naming conventions, version control, and filing systems.

Organise and maintain both electronic and physical document archives for easy retrieval.

Ensure timely distribution and submission of documentation to relevant internal and external stakeholders.


Provide administrative support to project managers, engineers and other team members, including arranging meetings, booking travel and handling correspondence.

Assist in the preparation and formatting of project documentation, such as reports, presentations and technical submissions.

Manage deadlines tracking systems and send consequent reminders.

Track project schedules, monitor milestones and follow up on deadlines, ensuring project documentation and tasks are completed on time.

Manage project calendars, coordinate team meetings, and record and distribute meeting minutes.

Support the Procurement team by helping with documentation related to suppliers and subcontractors.

Assist in the organisation of events such as team buildings, offsite client meetings etc.

Coordinate with other departments to ensure project team has the required IT tools and has the required inductions.

Key Measurables


Master Document Registers kept up to date.

Documents issued as per project and business processes.

Documents issued on time and any delays fully understood.

Roll out training on document control processes.

Agreed and working submission process with client.


Timely completion of administrative tasks.

Proactive approach.

Demonstrate understanding of the project requirements.

Well organised project folder.

Well organised project events.

Key Behaviours

Strong organisational skills with an ability to manage multiple tasks and priorities.

Excellent written and verbal communication skills.

Attention to detail and a high level of accuracy.

Ability to work under pressure and meet deadlines in a dynamic project environment.

A proactive, solution-oriented approach with strong problem-solving skills.

Essential Qualifications

Proficiency in document management systems (DMS), project management software and Microsoft Office Suite, especially Teams and Sharepoint.

or Equivalent Experience

Familiarity with engineering drawings, technical documentation and industry standards (e.g., ISO, IMCA) is preferred.

Demonstrable Experience Specific to Role
• Previous experience in an administrative and document control role