Project Information and Administration Coordinator

We are looking for a Senior Project Information Coordinator to oversee document control and administration functions on a large new build medical facility in Edinburgh.

Location: Edinburgh – EH16

Hours: 37.5 hours per week – Monday to Friday

Responsibilities:

• This role is integral to the success of the project, combining comprehensive document control management with high-level administrative and project team support.
• The successful candidate will ensure that project documentation, quality records, and communications are effectively managed, while also providing direct support to project and site management in maintaining efficient operations and compliance with Tier 1 contractor standards.
• Coordinate and manage all project information workflows in accordance with the project's Information Management Procedures and BEP (BIM Execution Plan).
• Maintain the Common Data Environment (CDE) (Viewpoint, Morta & SharePoint) ensuring compliance with ISO 19650 naming conventions, metadata, and revision protocols.
• Support the Information Manager and Design Manager in managing design coordination meetings, tracking deliverables, and resolving document-related issues.
• Liaise with consultants, subcontractors, and clients to ensure information is exchanged and approved in line with agreed schedules via Morta.
• Assist in managing information exchange milestones, including submission of RIBA stage information and handover documentation.
• Manage and control the flow of documents and drawings (incoming/outgoing) across all project disciplines, ensuring that all documents and models are issued, approved, and published to the correct CDE areas.
• Ensure all project documentation is reviewed, approved, and distributed according to company and client procedures.
• Support project teams in document formatting, version control, and correct use of templates and naming conventions.
• Monitor and manage project transmittals for work packages on the project.
• Conduct regular audits of the CDE to ensure compliance with standards and identify process improvements.
• Manage and archive project documentation in accordance with handover and retention requirements.
• Work closely with the Project Manager, Design Manager, and Commercial Manager to support project documentation requirements.
• Facilitate workshops & training sessions to improve information management awareness within the project team.
• Generate reports and dashboards on document status, approval workflows, and information progress for management review.
• Support the development and maintenance of project-specific information management procedures.
• Prepare and format site documents, reports, and presentations to a high standard.
• Maintain project filing system via SharePoint KC-9.
• Work closely with the Project Quality Manager to ensure all documentation complies with the Quality Management System (IMS).
• Support the coordination and documentation of internal and external quality audits, ensuring evidence is prepared and actions tracked.

Requirements:

• Specific demonstrable experience in an Information Coordinator/ Document Control role within the UK construction industry.
• Prior experience utilising Viewpoint.
• Excellent organisational, planning, and multitasking abilities.
• High attention to detail with a focus on accuracy and compliance.
• Demonstrated ability to work proactively, manage competing priorities, and support senior leadership effectively.
• Driving licence.

Rewards and Benefits:

We're proud to be able to offer our brilliant people a wide variety of benefits that you can tailor to your needs.

Diversity and Inclusion:

Making Kier a diverse and inclusive place to work is a huge priority for us. Our employees are key in shaping Kier's diversity and inclusion initiatives.

As a Disability Confident employer, we will ensure that a fair and proportionate number of disabled applicants that meet the minimum criteria for this role will be offered an interview.