At a Glance
- Tasks: Manage office admin and control project documentation for exciting construction projects.
- Company: Join a dynamic construction firm with a focus on teamwork and innovation.
- Benefits: Competitive pay, flexible hours, and opportunities for professional growth.
- Other info: Fast-paced workplace with great potential for career advancement.
- Why this job: Be at the heart of project success while developing essential skills in a supportive environment.
- Qualifications: Experience in office admin; document control in construction is a plus.
The Office Administrator / Document Controller is responsible for day-to-day office administration and the effective control of project documentation across multiple construction projects. The role ensures that drawings, specifications, RAMS, permits, certifications, and correspondence are issued, stored, and retrieved in a controlled, auditable manner, supporting operational delivery, compliance, and client requirements.
Key Responsibilities
- Document Control (Primary)
- Maintain the company’s document control system and filing structure (digital and hard copy), ensuring consistent naming conventions, version control, and access permissions.
- Register, distribute, and track project documents including drawings, specifications, scopes, schedules, technical submittals, RFIs, site instructions, and client correspondence.
- Ensure only current approved documents are in circulation; withdraw and archive superseded versions promptly.
- Manage incoming/outgoing transmittals; maintain logs and issue registers (e.g., drawings register, submittal register, RFI log).
- Support project handover packs / O&M manuals / close-out documentation (as applicable), ensuring completeness and correct indexing.
- Coordinate compliance documentation: training records, product data sheets, manufacturer instructions, warranties, certificates, inspection records, and sign-offs.
- Liaise with project teams, subcontractors, and clients to chase outstanding documents and confirm approvals.
- General Office Administration
- Provide general administrative support to management and project teams (emails, letters, formatting, scanning, printing, meeting notes).
- Maintain office records including supplier details, subcontractor onboarding documents, insurance certificates, and key contact lists.
- Assist with procurement admin (PO requests, order confirmations, delivery notes, filing invoices for approval).
- Support HR administration: starter/leaver paperwork, timesheets, holiday records, and training/competency matrices (as required).
- Maintain diaries, arrange meetings, and support internal communications.
- Answer incoming calls, manage the general inbox, and ensure queries are routed and responded to promptly.
- Compliance, Quality and Confidentiality
- Follow company procedures and ISO/quality requirements (where applicable) for controlled documentation and record retention.
- Handle sensitive information confidentially and in line with GDPR and company policies.
- Support audits by retrieving records and maintaining traceability.
- Key Interfaces
- Project Managers / Site Managers / Supervisors
- Commercial/Quantity Surveying team (as applicable)
- Subcontractors and suppliers
- Clients / Main contractors / Consultants
- Compliance / Health & Safety support (internal or external)
- Skills and Experience (Essential)
- Previous experience in office administration; document control experience within construction, engineering, or FM is strongly preferred.
- Strong IT capability: Microsoft Office (Outlook, Word, Excel); confident using shared drives and document management processes.
- High attention to detail and disciplined approach to filing, version control, and record keeping.
- Excellent communication skills (written and verbal) and confidence liaising with multiple stakeholders.
- Ability to prioritise, work under pressure, and manage multiple deadlines.
- Desirable
- Experience using document management systems (e.g., Viewpoint/4Projects, Aconex, Asite, Procore, SharePoint).
- Familiarity with construction project documentation (drawings, specs, RAMS, permits, O&M manuals).
Office Administrator employer: Cosro Group Limited
Join a dynamic team as an Office Administrator in a thriving construction environment, where your organisational skills will be valued and nurtured. Our company fosters a collaborative work culture that prioritises employee growth through ongoing training and development opportunities, ensuring you can advance your career while contributing to impactful projects. Located in a vibrant area, we offer a supportive atmosphere that encourages innovation and teamwork, making us an excellent employer for those seeking meaningful and rewarding employment.
StudySmarter Expert Advice🤫
We think this is how you could land Office Administrator
✨Tip Number 1
Get your networking game on! Reach out to people in the construction and office admin sectors. You never know who might have a lead on a job or can put in a good word for you.
✨Tip Number 2
Show off your skills in interviews! Be ready to discuss your experience with document control and how you've managed project documentation in the past. Use specific examples to highlight your attention to detail.
✨Tip Number 3
Don’t forget to follow up after interviews! A quick thank-you email can keep you fresh in their minds and show your enthusiasm for the role. Plus, it’s a great chance to reiterate why you’re the perfect fit.
✨Tip Number 4
Apply through our website! We’ve got loads of opportunities that might be just what you’re looking for. Plus, it’s the best way to ensure your application gets seen by the right people.
We think you need these skills to ace Office Administrator
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Office Administrator role. Highlight your experience in document control and office administration, especially if you've worked in construction or engineering before. We want to see how your skills match what we're looking for!
Showcase Your IT Skills:Since strong IT capability is essential, don’t forget to mention your proficiency with Microsoft Office and any document management systems you’ve used. We love seeing candidates who are tech-savvy and can handle digital filing like a pro!
Be Detail-Oriented:Attention to detail is key in this role, so make sure your application reflects that. Double-check for typos and ensure your documents are well-organised. This will show us that you take pride in your work and understand the importance of accuracy.
Apply Through Our Website:We encourage you to apply through our website for a smoother process. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it shows you’re keen on joining our team at StudySmarter!
How to prepare for a job interview at Cosro Group Limited
✨Know Your Documents
Familiarise yourself with the types of documents you'll be handling, like drawings and specifications. Being able to discuss your experience with document control in construction will show that you understand the role's requirements.
✨Showcase Your IT Skills
Be ready to talk about your proficiency with Microsoft Office and any document management systems you've used. If you have experience with tools like SharePoint or Aconex, mention specific tasks you accomplished using them.
✨Demonstrate Attention to Detail
Prepare examples that highlight your meticulous approach to filing and version control. Discuss how you've ensured compliance and accuracy in previous roles, as this is crucial for the Office Administrator position.
✨Communicate Effectively
Practice articulating your thoughts clearly, especially when discussing past experiences. Since the role involves liaising with various stakeholders, showcasing your communication skills will be key to making a great impression.
