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Full-time Document Controller

at Capita Symonds in East Grinstead

Opportunity to join a growing engineering team, supporting a number of multidisciplinary projects.

Job Description


The role is to carry out document control and general administration for the Civil Engineering team. This team provides engineering design and project management on infrastructure projects from our East Grinstead and London offices.

The duties of the role will include issuing and registering all formal project documentation including collating documents, keeping records of document status, coordinating with the different teams and ensuring that documents are accessible and kept in the right location. This will involve checking and approving documents before they are filed and liaising with project personnel to ensure that documents contain correct and understandable information in line with local and project specific procedures.

The role will also involve some general administration support such as filing, document formatting, travel arrangements, diary management and SAP system administration.

This role often involves working to deadlines and ensuring that all teams are following the same procedures with regards to documents.

East Grinstead will be the base office but the successful candidate will need to be flexible to work from other offices (Capita Symonds and client). Current project requirements mean it is likely for the initial few months, be necessary to work in both East Grinstead and London offices each week – frequency to be confirmed upon appointment.

Requirements

 

Essential
 
• IT Literate (intermediate Word & Excel skills)
• Strong organisational skills and have the ability to prioritise their workload
• Aptitude for learning quickly and operating under instruction during training period
• Ability to monitor and evaluate systems and to look for improvements
• Good communication skills are important to be able to co-ordinate with different teams
• Able to work independently, under minimum supervision, and as part of a team
• Able to prepare written documentation for presentation to clients and for use in the wider project context
• Familiar with the control of incoming and outgoing documents and correspondence

Desirable
 
• Previous office administration/document controller experience would be an advantage but not essential.
• SAP or similar financial system.
• Document Control systems such as EB, Business Collaborator.
• Training will be provided for the right candidate

 

Responsibilities

 

The post holder will be responsible for undertaking the following duties:

• Maintain and update client databases including all incoming and outgoing document information to ensure all documentation is recorded
• Act in accordance the requirements of Capita Symonds confidentiality agreements relating to the distribution of confidential information
• Filing of documents, both electronically and in hard copy
• Distributing incoming documents to project team members via e-mail, ensuring they have the correct documents in a timely manner
• Support the project team in retrieving documents from DC systems
• Assist in the preparation and distribution of document transmittals to the client, ensuring that all documents are quality checked prior to distribution
• Implement Document Control processes at project inception, including document naming standards, email protocols, filing structures all to be in line with appropriate QA procedures
• Use of various Document Control systems on a number of different projects in parallel.
• Develop professional working relationships with colleagues to establish and maintain open lines of communication within the team, other Capita Symonds and client representatives
• General administration as required

 

The Individual


• Conscientious and highly organised
• Excellent interpersonal and communication skills
• Flexible
• Proactive
• Accurate with good attention to detail
• Self motivated
• Efficient



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Published at 06-03-2012
Viewed: 2331 times