Administrator / Document Controller in Edinburgh

KEY RESPONSIBILITIES

Administrative Support:

• Handling and responding to correspondence (emails, phone calls, letters).
• Organizing and maintaining project documentation, including reports, presentations, and drawings.
• Managing project files and data, ensuring they are easily accessible and organized.
• Preparing and distributing project materials, such as agendas, meeting minutes, and reports.
• Assisting with invoicing and expense management.
• Ordering supplies and equipment as needed.

Travel and Logistics:

• Arranging travel, accommodation, and transportation.
• Making travel reservations and managing itineraries.
• Assisting with the preparation of journey specific risk assessments.

Project Planning and Organization:

• Assisting in developing project plans and timelines.
• Creating and maintaining project schedules and calendars.
• Organizing and managing project documentation and resources.
• Quality Controlling and issuing technical documentation.
• Maintaining client procedures while issuing documentation.

Coordination and Communication:

• Facilitating communication between project team members, stakeholders, and clients.
• Scheduling and coordinating project meetings and events.
• Assisting design teams with correspondence on client platforms (e.g., ProjectWise, Autodesk Forma)

Task Management and Tracking:

• Assigning tasks to team members and monitoring progress.
• Tracking project milestones and deadlines.
• Identifying and addressing potential issues or delays.

Budget Management:

• Assisting with budget planning and tracking.
• Monitoring project expenses and ensuring projects stay within budget.

SKILLS & ATTRIBUTES

Skills Required:

• Strong organizational skills: To manage multiple tasks and deadlines effectively.
• Excellent communication skills: To facilitate effective communication with team members and stakeholders.
• Proficiency in Microsoft Office Suite: Competency in using software applications for word processing, spreadsheets, and presentations.
• Attention to Detail: Ability to pay close attention to details and ensure accuracy in all tasks.
• Problem-Solving Skills: Capacity to identify and resolve issues efficiently and effectively.
• Discretion and Confidentiality:
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Adaptability and Flexibility: Willingness to adapt to changing priorities and work in a fast-paced environment.
• Time management skills: To ensure projects stay on track and within deadlines.
• Ability to work independently and as part of a team: To effectively manage tasks and collaborate with others.

Behavioural & Personal Attributes

• Confident communicator with the ability to influence at all levels.
• Proactive, solutions‑focused, and detail‑oriented
• Collaborative team player with a professional and ethical approach.