Document Controller / Project Administrator
An architecture and urban planning practice require a Document Controller / Project Administrator to join their south east London studio.
•To assist the teams in assigning document numbers to files (documents, drawings and references)
•Reviewing all documents to be issued, to check all required information is present and compliant with the numbering system. Alert design team members of any corrections required, and time frame for correction and issue to meet scheduled deadlines.
•To assist the teams with issuing documents externally. For digital files this will include use of extranet systems, ftp sites and email. For non-digital items this will include organising couriers and postage.
•To track all documents issued by the project team.
•To maintain an accurate issue record for all projects.
•To track all incoming documents for the relevant projects.
•Print, stamp and file drawings and documents as required by the teams.
•Working alongside the document controllers of external parties and being a point of contact for document control queries both internally and externally.
•To work alongside the team CAD Co-ordinators and IT department assisting where necessary to ensure that both teams are working to the correct CAD protocols.
•Research and retrieve documents, both manually and electronically.
•Printing, scanning and copying.
•Filing and archiving (digital and paper).
•Assisting with the creation of presentations and programmes.
•Updating intranet information.
•Updating project directories.
•Drafting/formatting correspondence, memos, minutes, reports, schedules and emails.
•Covering PA duties such as answering telephone calls, diary management and emails when necessary.
•Welcoming new team members and familiarising them with the office/project.
•Distributing post and stamping and logging when necessary.
Ensuring meeting tables are clear.
•Ordering of stationery.
•Providing refreshments for meetings (when catering assistant is unavailable).
•Checking general floor tidiness and cleanliness and raising any problems with relevant member of staff.
•Fulfilling receptionist cover delivering a high standard of client care at all times
Skills and Experience
Desirable: Experience of using extranet systems (e.g. 4projects, MS Project, Conject, Aconex) InDesign
IT: Fix basic computer problems/connect to network/set up laptop & projector etc
•Be willing to work with the project teams to meet set deadlines and ensure protocols are being adhered to and standards etc being met.
•Flexible approach to work - happy to help out with any tasks required to ensure the smooth running of the project at all times
•Ability to work to strict deadlines and cope under pressure
•Communication skills, both verbal and written and ability to communicate with all levels in the Practice
•Attention to detail
•Meticulous and thorough
•Ability to work unsupervised when required
•Confident approach to work
•Ability to use own initiative
•Proactive rather than reactive