Document Controller

The Role

A leading House Builder has a position available for a Technical Administrator & Document Controller to join the Technical team based in their Winchester office. You will be reporting to the Technical Director and will lead the region's Document Control (View Point) procedure as well as supporting the Technical Director, Head of Technical, and Technical Team in their daily administration.

Purpose:
To maintain/update the Document Control system and provide a full and professional administrative support service to the Technical Team and the Technical Director.

Key Responsibilities / Deliverables:

1. To provide and be fully responsible for the maintenance and upkeep of the Document Control system for the Thames Region.
2. Transfer/upload documents/drawings from the Staines drive to Viewpoint, as required.
3. Provide initial Viewpoint training to new members of staff in the Region.
4. This maintenance and upkeep also includes the Technical files on Staines Drive.
5. Ongoing support for business on Viewpoint.
6. Provide general secretarial/PA support to the Technical Team/Technical Director, i.e. draft and type letters/reports/drawings, prepare presentation documents, and photocopying.
7. Assist with the preparation of Home User Guides & O&M Manuals etc.
8. Organise Meetings via electronic diaries.
9. Prepare and make the necessary amendments as instructed by the Technical Team to standard Appointment Documents and Collateral Warranties.
10. Keep Appointment Documents and Collateral Warranties Tracker up to date and in line with the programme. Report any delays/escalate to management.
11. Present Tracker monthly for review and escalation to Technical Director or Head of Technical, when necessary.
12. Organise Team Training requirements.
13. Keep a record/tracker of all team training.
14. Keep training/pass certificates on record of training for the team.
15. Organise the printing/folding of Drawings, and then arrange for them to be issued to Sites.
16. Manage the Technical Team Holiday Planner.
17. Set-up of account paperwork for new Consultants, for submission to the Accounts Department.
18. Review Consultant Insurance details and manage copies of these relevant insurance documents for the files.
19. Maintain Professional Indemnity Tracker to ensure insurance certificates for Consultants are never out of date on our system.
20. Set up diary notes two weeks ahead to ensure we never miss having an up-to-date certificate.
21. Present Tracker monthly for review and escalation to Technical Director or Head of Technical, when necessary.

About You:
You will be a team player, with the ability to keep calm under pressure. You will be self-motivated, able to work unsupervised using your own initiative, and have excellent organisational skills to meet deadlines under time pressures. Experience working in a similar role, working in an office environment, and excellent customer service skills are essential for this role as you will need to develop and maintain good working relationships with colleagues.