Administrative Assistant / Document Controller
Location: Peterborough
Salary: Dependant on Experience, private medical insurance provided.
Hours: Permanent
National World / Smart Hire are advertising on behalf of T Clarke Contracting.
Administrative Assistant / Document Controller
T Clarke Contracting was established in 1889 and opened their Peterborough Office in 1978 and since then have grown to become a widely respected Mechanical and Electrical Installation Contractor, Infrastructure and Facilities Management provider throughout the UK and now seek an organised individual with good attention to detail to join their Commercial Electrical department based in Fengate, Peterborough.
Our Administrators and document Controller are responsible for maintaining and uploading accurate records of company documentation, producing reports and supporting the wider site team.
Responsibilities include but are not limited to:
- Liaise with Project Management, Project Team and Estimating Team daily to ensure all projects are running from a document controller remit. This is not limited to the specific document controller operating system(s).
- Act as the point of contact and communicate project status to the Project/Estimating Team and others if necessary.
- Carry out day to day duties of creating, updating, maintaining and organising projects/Estimate files (Electronic and hard copy) to ensure the streamline running of the Project you are assigned such as;
- RFIs, Method Statements, Tech Subs, Drawings & other project/estimate documentation.
- Document Control System Uploading/downloading for TClarke files.
- Liaising with Clients & Subcontracts to ensure Document management systems documentation is correct & up to date using the QA Approval process.
- Point of contact for Meeting room bookings & updating calendars.
- File & Check delivery notes.
- Updating the Team calendar with holidays.
- Preparing presentations.
- Recording meetings.
- Report production.
- General office management.
- Assist the Project Managers/Estimators in producing monthly reporting internally/externally.
- General Admin duties as required.
- Raise new jobs on COINS for contracts on receipt of work orders from clients.
- Clear Invoices on COINS.
- Raise minor subcontract orders on COINS.
- Raise Invoices.
- Download cost transaction reports.
- Regularly update Contract Review Schedules with job details / costs.
- Regularly update Tender Logs and compile reports.
- Military Base Passes: Issue application forms, check completed forms, send to sponsor, liaise with sponsor and applicants regarding any problems and to make appointments.
- Complete DBS checks for new Military base pass applicants.
- Answering telephone calls.
- Update and Maintain Monthly Estimate Reports.
- Produce Reports from Accounting System to enable job costings to be carried out.
Our reference: JS1387
Vacancy: Administrative Assistant / Document Controller
Location: Peterborough
Salary: Dependant on Experience, private medical insurance provided.
Hours: Full Time - Monday to Friday 08:30am to 5pm