Site Administrator / Document Controller

Recruiter
Coyles
Location
Warrington
Salary
£20000 - £25000/annum
Posted
11 Jul 2017
Closes
10 Aug 2017
Sector
Engineering
Contract Type
Permanent
Hours
Full Time
We are seeking an experienced Site Administrator/Document Controllers to provide coverage across 4 key locations/sites for our clients Building North West Division. These roles are for projects which form part of the EFA Schools Framework, so will include schools in the North Manchester area, including Bury and Royton.

The successful applicant will ideally have advanced administration skills in Viewpoint for Projects, although consideration will be given to someone who has other relevant DC systems experience, with the ability to learn on the job.

Role Overview:
Provide a consistent and timeous service to contract teams by ensuring that project information / documentation is captured within the corporate Electronic Document Management System (EDMS) Viewpoint for Projects and snagging, defects and form management is captured within Viewpoint Field View for ease of retrieval by site teams. Training will be provided.

Key Responsibilities:

Business Management System (BMS):
• Work must be carried out utilising the procedures, guidance and forms
contained within the corporate Business Management System (BMS).
• Promote Corporate Branding at all times.

Document Control:
• Knowledge and understanding of the Document Control process at
operational level is vital.
• Experience of using Viewpoint for Projects at operational level is
essential.
• Ensure company Document Control Procedures are adhered too.
• Create relevant register(s) for site teams.
• Ensure documentation is approved and agreed prior to issue.
• Ensure all registers are up to date and completed correctly prior to
internal and external auditing.
• Ensure that change control of revision status is recorded and easily
traceable and identified.
• Ensure that latest revision of live documentation is available and
distributed to relevant group at point of use.
• Ensure external documentation is identified and distributed as agreed.
• Ensure all drawings / documentation is controlled and maintained in a
methodical manner.
• Ensure drawings are issued within set time scales.

Administration:
• Support the Design, Quality Manager and Site Team with the workflow
process within Viewpoint for Projects.
• Support the Commercial Team and Design Manager with linking
information to virtual containers within Viewpoint for Projects.
• Support the Design, Commercial and Project Managers with the RDD
and Change Control process.
• Invite and revoke internal and external users to Viewpoint for Projects.
• Setup distribution groups in Viewpoint for Projects when required and
configure permissions to open up for viewing.
• Add / Edit containers within Viewpoint for Projects template where
applicable.
• Create matrix / document transmittals when required.
• Audit regularly to ensure compliance with the BMS.
• Ensure documentation is filed consistently within Viewpoint for
Projects.
• Ensure all users have Explorer Plugin and Brava viewer installed.
• Support users regarding any Viewpoint for Projects system issues.
• Deliver user support and guidance when required.
• Print / organise print service for drawings when required.
• Liaise with Design and Site teams regarding Handover information /
documentation.
• In order to prevent obsolete/superseded documentation being used,
ensure suitable reference is highlighted to documentation.
• Report to Project Management Team and Regional Viewpoint for
Projects Manager on progress monthly.
• Provide administration, support and guidance when required on
Viewpoint for Field View.

Other:
• Adopt the role of Viewpoint for Projects Champion for the site team and
assist others with filing into Viewpoint for Projects when required.
• Any other reasonable tasks as directed by your Line Manager
Experience and Qualifications:
• Knowledge and understanding of the Document Control process at
operational level within a similar environment is vital.
• Knowledge and experience of using Viewpoint for Projects at
operational level is ideal.
• Experience of working on construction projects is a must, with specific
Education projects being desirable
• You must be IT literate – Office 365 preferable.
• Ability to prioritise workload when managing multiple contracts / tasks.
• Ability to work accurately under pressure to meet project targets.
• Great attention to detail