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- Tasks: Support project managers and teams with document control and site administration tasks.
- Company: Join a leading workplace design company creating innovative and sustainable workspaces globally.
- Benefits: Enjoy a fixed-term contract with core hours and access to office facilities nearby.
- Why this job: Be part of exciting construction projects and develop valuable skills in a collaborative environment.
- Qualifications: 1+ year in administration or document control; strong communication and organisational skills required.
- Other info: Opportunity to work onsite in Manchester with a dynamic team focused on excellence.
The predicted salary is between 30000 - 42000 £ per year.
Core Hours: 7.00am – 3.00pm, Monday – Friday
Location: Onsite with access to Manchester office
Reporting to: Senior Project Manager
About the Company
Our client are a workplace design & fit out company creating unrivalled workspaces. They provide complete workplace consultancy, from a single office relocation, design and fit out, to workspace planning, refurbishment, and interior branding on a global scale. Our clients rely on us to craft bespoke and sustainable workspaces and our proudest moments are seeing their first reaction when the doors open to their new offices.
Role overview
This role will see you deliver administration support across a variety of areas. You will be working to support the Construction Director, Project Managers, Site Managers and Design Managers who run the live construction site for our client in Manchester. This is a site-based role working to site operative hours, however you will have access to the Manchester office which is an approx. 10-minute walk away for quiet space, printing facilities, meeting facilities and work facilities as and when required.
Key Responsibilities:
- Document Control
- Manage users of the cloud-based document management system / allocate folder permission
- Upload and manage documentation on behalf of the team
- Review consultant/subcontractor submissions to ensure compliance with project standards
- General housekeeping within the document management system – ensuring that content is in the right locations and is available to the correct people and disciplines
- Provide basic training on the everyday use of the document management system for both internal and external users
- Act as the key point of contact for team queries on the operation of the document management system
- Liaise with the consultant/subcontractor information managers
- Liaise with the BIM Manager and design team on standards and best practice
- Ensure compliance to BIM standards and propagate best practice within the wider team
- Update subcontractor database and monitor PQQ (Pre-Qualification Questionnaire) process for new subcontractors
- Update subcontractor scoring tables
- Collate H&S (Health & Safety) and site files
- Look after signage, using both internal and external printing resources
- Maintaining the project directory
- Work with the Project Managers to ensure project details are entered accurately into the internal systems
- Compile schedule of conditions
- Compile weekly site progress reports
- Maintain snagging lists
- Arrange stationery, checking stationery stock, IT equipment and document printing for site
- Book couriers and assist with site logistics
- Record environmental and sustainability data
- Collate, print, and bind Landlord Approval and Contractor Proposal Packs
- Ad hoc administration required to support the team, the client and the project
- Collate and produce the draft Health & Safety File including Operation & Maintenance manual with the external provider and construction teams
- Support Project Manager and Site Manager with MSITE and the team on adding people, site security, digital inductions, health & safety documentation, reports, data etc.. Be the MSITE contact.
- Keep the drawing rack up to date
- Assisting with IT (Information Technology) requests
- Setting up meeting rooms and organising refreshments
- Assist with ensuring 4-point PPE (Personal Protective Equipment) is stocked up, in good and clean condition and available to the site visitors such as clients at all times
- Attend meetings when requested and assist in the minuting of the meeting and the publishing of the minutes afterwards
- Manage the CCS (Considerate Constructors Scheme) process, gathering evidence and assisting with the monitor visit
- Collate and produce the final Health & Safety File including Operation & Maintenance manual with the external provider and construction teams
- Update the site incident register
- Ensure timely return of site files, review contents, and send all relevant documentation to external company for digital archiving where relevant
- Assist in organising the site shut down and exit
Essential Skills & Experience
- A real people person, who loves to help others
- Proven experience in a similar role
- A commitment to excellent service
- Excellent written and verbal communication skills
- Self-motivated, with excellent attention to detail and ability to be proactive and problem solve
- Excellent organisational skills; ability to multitask and prioritise workload
- Proficient with MS Office suite – particularly Excel and Outlook
- Desire to work as part of a team who have fun whilst remaining dedicated and results-focused
- A minimum of 1 year experience in administration or document control.
Desirable Skills & Experience
- Document management experience on BIM Level 2 compliant projects
- An understanding of the BIM workflow
- Experience using PAS1192/ISO19650 compliant naming convention
- Previous experience using a cloud-based document management system, preferably ACC (Autodesk Construction Cloud)
For further information apply with a CV
Document Controller / Site Administrator employer: RedFish Solutions
Contact Detail:
RedFish Solutions Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Document Controller / Site Administrator
✨Tip Number 1
Familiarise yourself with cloud-based document management systems, especially Autodesk Construction Cloud if possible. Understanding how to navigate and manage documents in such systems will give you a significant edge during the interview.
✨Tip Number 2
Brush up on your knowledge of BIM standards and workflows. Being able to discuss these topics confidently will demonstrate your commitment to the role and show that you can contribute effectively from day one.
✨Tip Number 3
Network with professionals in the construction and administration fields. Engaging with others in the industry can provide insights into the role and may even lead to referrals or recommendations.
✨Tip Number 4
Prepare to showcase your organisational skills by thinking of examples where you've successfully managed multiple tasks or projects. This will help you illustrate your ability to multitask and prioritise effectively during the interview.
We think you need these skills to ace Document Controller / Site Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in document control and administration. Emphasise your skills in managing cloud-based document management systems and any experience with BIM workflows.
Craft a Strong Cover Letter: Write a cover letter that showcases your passion for the role and the company. Mention specific responsibilities from the job description that excite you and explain how your background makes you a great fit.
Highlight Relevant Skills: In your application, clearly outline your organisational skills, attention to detail, and proficiency with MS Office, especially Excel and Outlook. These are crucial for the Document Controller role.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is essential for this position.
How to prepare for a job interview at RedFish Solutions
✨Know Your Document Management Systems
Familiarise yourself with cloud-based document management systems, especially if you have experience with Autodesk Construction Cloud. Be ready to discuss how you've used these systems in previous roles and how you can manage documentation effectively.
✨Showcase Your Communication Skills
As a Document Controller, you'll be liaising with various teams. Prepare examples of how you've successfully communicated with different stakeholders in the past, highlighting your excellent written and verbal communication skills.
✨Demonstrate Your Organisational Skills
Be prepared to discuss how you prioritise tasks and manage multiple responsibilities. Share specific examples of how you've kept projects on track and ensured that documentation is accurate and accessible.
✨Emphasise Your Team Spirit
This role requires a collaborative approach. Talk about your experiences working in teams, how you contribute to a positive work environment, and your commitment to providing excellent service while having fun at work.
