Artic Building Services is a leader in Hard Facilities Management across London and the Home Counties. We offer a comprehensive suite of technical and engineering solutions, ensuring the smooth operation of your Mechanical, Electrical, and Hard FM Plant.
Job Description:
Job Description
Supporting: Senior Project Managers, PMO and Project Delivery Teams
Location: Dartford Office with occasional site visits as required
Role Purpose
The Document Controller / Project Administration Assistant will provide administrative, document control and project support services to the Projects Division. The role is responsible for maintaining accurate project records, ensuring documentation is correctly managed and distributed, supporting project reporting requirements, and assisting the delivery teams with day-to-day project administration.
Working closely with the Commercial & Programme Manager and Senior Project Managers, the role will help ensure projects are delivered in an organised, compliant and efficient manner, whilst maintaining high standards of document control and governance.
Key Responsibilities
Document Control
Establish and maintain project document registers.
Control the receipt, issue and distribution of project documentation.
Upload, file and manage documentation within client portals, SharePoint, Microsoft Teams and internal systems.
Ensure project documentation is correctly version controlled and archived.
Distribute technical submissions, drawings, reports, O&M information and project correspondence.
Track document approvals and ensure responses are actioned promptly.
Maintain project folders and ensure information is stored in accordance with company procedures.
Project Administration
Provide administrative support to Senior Project Managers and project teams.
Support project mobilisation and close-out activities.
Coordinate information requests between internal teams, clients, consultants and subcontractors.
Assist in compiling project documentation for handover and completion.
Ensure project information remains accurate and up to date.
Commercial Support
Support the Commercial & Programme Manager with project administration activities.
Assist with purchase order administration and supplier documentation.
Track receipt of quotations, approvals and supporting documentation.
Assist with monthly reporting requirements.
Ensure project records are maintained for audit and compliance purposes.
Key Relationships
Internal
Senior Project Managers
PMO Team
Project Managers
Health & Safety Team
Skills & Experience
Previous experience in an administrative, project support or document control role.
Strong organisational and time management skills.
Excellent attention to detail.
Competent in Microsoft Office Suite, particularly Excel, Word and Outlook.
Experience using Microsoft Teams and SharePoint.
Ability to manage multiple priorities and deadlines.
Strong communication and interpersonal skills.
Ability to work independently and as part of a team.
Personal Attributes
Highly organised and methodical.
Proactive and willing to take ownership.
Professional and reliable.
Adaptable and flexible.
Strong problem-solving ability.
Positive team player.
Committed to delivering accurate and high-quality work.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, colour, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability
What we offer
- Sickness Scheme
- Family Friendly Pay
- Life Assurance
- 360 Wellbeing App - 24/7 access to GP appointments
- Death in Service Insurance
- Scottish widow pension
- Fertility Treatment Support Leave
- Paid Maternity Leave
- Paid Paternity Leave
- Gym & fitness discounts and other lifestyle discounts
Document Control Administrator - Projects in Dartford employer: Artic-Building-Services
Artic Building Services Ltd is an exceptional employer, offering a supportive work culture that prioritises employee development and well-being. With a focus on teamwork and flexibility, our engineers enjoy a stable Monday to Friday schedule, competitive benefits, and opportunities to work with prestigious clients across London and surrounding counties, making it a rewarding environment for those passionate about HVAC and building services.
