Technical Administrator / Document Controller

CALA Homes; Winchester; On-site; GBP 60,000 - 80,000; Full time

Job description

Technical Administrator / Document Controller

About The Role

We are looking for a Technical Administrator & Document Controller to join the Technical team based in Winchester. Reporting to the Technical Director, the successful candidate will lead the region's Document Control (View Point) procedure as well as support 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.

1. 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 include the Technical files on Staines Drive.
5. Ongoing support for the business on Viewpoint.
6. Provide general secretarial/PA support to the Technical Team/Technical Director, including drafting and typing letters/reports/drawings, preparing presentation documents, and photocopying.
7. Assist with the preparation of Home User Guides & O&M Manuals, etc.
8. Prepare and make necessary amendments to standard Appointment Documents and Collateral Warranties as instructed by the Technical Team.
9. Keep Appointment Documents and Collateral Warranties Tracker up to date and in line with the programme, reporting any delays/escalating to management.
10. Present Tracker monthly for review and escalation to the Technical Director or Head of Technical, when necessary.
11. Keep a record/tracker of all team training.
12. Keep training/pass certificates on record for the team.
13. Organise the printing/folding of Drawings and arrange for them to be issued to Sites.
14. Manage the Technical Team Holiday Planner.
15. Set up account paperwork for new Consultants for submission to the Accounts Department.
16. Review Consultant Insurance details and manage copies of these relevant insurance documents for the files.
17. Maintain Professional Indemnity Tracker to ensure insurance certificates for Consultants are never out of date in our system.
18. Set up diary notes two weeks ahead to ensure we never miss having an up-to-date certificate.
19. Present Tracker monthly for review and escalation to the Technical Director or Head of Technical, when necessary.

About You

The ideal candidate will be a team player, personable and welcoming, 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 in an office environment and excellent customer service skills are essential, as you will need to develop and maintain good working relationships with colleagues. Additionally, you will have excellent written and verbal communication skills and be proficient in Microsoft packages. A high degree of accuracy and attention to detail is a prerequisite of this role.

Please be aware that if you are invited to interview for this role, you will be required to show proof of your right to work in the UK.

About Us

The Cala Group is a major UK housebuilder and leading provider of desirable new homes across Scotland, the South of England & Midlands. Driven by a mission to create vibrant and sustainable new communities, our homes are characterised by exceptional design and sector-leading build quality. We have a passion for providing our customers with a great home buying experience. This is an exciting time to be at Cala. Our approach to sustainability and technology is undergoing a dramatic transformation, and we’re aiming to create an industry-leading experience for both our staff and customers. At Cala, you can expect to be part of an environment that allows you to do meaningful work while offering opportunities for personal growth. Our goal is to be the favoured employer in our industry and beyond. We encourage applications from those who want to be part of a culture where they can thrive, feel a sense of belonging, and be comfortable being themselves at work.