Administrative Document Controller - A&E in London

Skanska, one of the world’s leading project development and construction groups, is an inclusive and responsible business that is helping to build a better society. Skanska Building Services is at the forefront of facilities management, trusted by clients to deliver excellence every time. One of our flagship contracts is with the Ministry of Defence at a major base near Watford – a complex, high-profile environment where we provide a full range of hard, soft, and technical FM services. We’re now seeking a Document Controller to join the planned and reactive maintenance team onsite - where you will be responsible for updating PPM and Reactive task trackers, including providing data analysis of tasks.

What You’ll do:

• Systematic processing of all paper, electronic records and documentation associated with Planned, Reactive and Small Works Change activities.
• Maintain and update the PPM and reactive records on the provided Information Management Systems, databases and CAFM system.
• Issue, receive, review, escalate and file all PPM and reactive task records.
• Undertake the role of COSHH Editor for the delivery of COSHH management tasks for the Asset & Engineering (A&E) team.
• Ensure filing structures both electronic and paper are maintained to support contractual evidencing of compliance for key stakeholders and the client alike.
• Prepare data for trend analysis of PPM and reactive tasks including monthly dashboards to support performance monitoring and reporting.
• The provision of accurate reporting information to management in the following key areas; Asset & Engineering operational delivery, contractual reporting for Client and Skanska OU requirements.
• Develop and run reports for various data sets and management information (MI) derived from the CAFM and other IT platforms.
• Manage, maintain, review and escalate all technical/professional reports produced by our subcontractors supporting planned preventative maintenance (PPM) across the site estates.

What You’ll bring to the role:

• Advanced Numerical Skills (Mathematical, Logic, Statistics).
• Communication: providing documents and reports that are clear, precise and understandable when presenting Data.
• Experience using CAFM Databases (e.g. Concept Evolution).
• Highly competent with Microsoft Excel and experience with O365 applications.
• Problem solving/analysis: understanding of complex issues and problems and ability to form practical/pragmatic solutions.

This role requires a minimum level of security clearance and may also require a higher level of National Security Vetting. You should be aware that certain levels of clearance or specific projects and/or sites have UK residency requirements; and any dual or multiple nationalities must be declared. Any persons who do not fulfil these residency requirements may be unable to obtain the required level of clearance and would not be eligible to undertake this role.

Equal opportunities: We thrive through embracing differences, whether they be social backgrounds, ethnicity, disability, gender identity or expression, age, religion, sexual orientation and any other protected characteristic – we know that diversity opens a rich potential for new ways of thinking, helping us to build successful and high-performing teams. We call it Naturally Skanska.

Flexible working: We welcome you to ask about flexibility at interview stage and we will explore what is possible for the role.

Reasonable adjustments: More information about the role.

Closing date: The closing date for this vacancy may be subject to change at any time at the sole discretion of the business. We are a 2024 Circle Back Initiative Employer – we commit to respond to every applicant.