Job purpose
To manage, maintain, and control all project documentation to ensure information is accurate, up to date, and distributed promptly to internal and external stakeholders.
This role supports the wider project team by ensuring efficient document workflows, accurate record keeping, and compliance with company and project requirements.
Duties & Responsibilities
Supporting the project team with general administrative tasks
Use PROCORE for everyday operations, maintenance and quality control.
Ensure all technical documents, such as reports, drawings, are collected and registered in the system
Co-ordination and control of the RFI process.
Request for Information (RFI) relating to the project to be issued immediately and reported weekly
Upload and manage submittals following set procedures – reported weekly
To ensure that the latest revisions are administered and distributed promptly
Ensure all correspondence is correctly referenced using the project filing conventions
Retrieve files as requested by employees and clients and store following set procedures
Additional Duties
Collect, scan and upload documents following set procedures
Review and update technical documents (e.g. manuals and workflows)
Distribute project-related copies to internal teams
Manage the flow of documentation within the organization
Maintain confidentiality around sensitive information and terms of agreement
Notify personnel of updated document versions and how to access them
Print and distribute documents as necessary
Compile as-built drawings for inclusion within the H&S file at project completion
Management and control of drawing and specification issues between design team members and the client as well as sub-contractor drawings
Manage the process of handover information – O&M manuals, H&S files etc.
Archiving of electronic and paper documentation
Any other administrative tasks and support to the project team as necessary
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