About this role
- DOCUMENT CONTROL DUTIES: ·
Quality assurance of project documentation and ensure all information is compliant with company naming conventions and document control protocols
Maintain project documentation and ensure accurate information is distributed throughout the organisation,3rd party designers and various consultants, via the document management system
Work closely with Design Managers and Coordinators to facilitate full transparency and accountability, to maintain a Golden Thread of information through the document management system
Liaise with all parties including clients, design teams and subcontractors effectively to resolve any document and management system related issues
Produce and compile project specific audit reports for the teams on a weekly and monthly basis
Organise and undertake regular job-specific training and refresher sessions for all new and existing employees, design teams, clients and subcontractors
Monitor and effectively manage the flow of information through the document management system workflows
Ensure full auditability of approval process for subcontractor/supplier documentation
Ensure all documents are uploaded to the system correctly and adhered to, providing guidance when needed
Ensure revision and status control of documentation
Manage and maintain project directories within the document management system
Coordination of information for tender packages, O&M manuals, H&S files and Project Handover, both Electronic and hard copy files where required
Requesting and controlling printing of documentation internally of via an external supplier
- ADMINISTRATIVE DUTIES:
Monitor, update and manage Design departmental spreadsheet schedules and project specific trackers
· Monitor RFI schedules
· Monitor project completion dates and maintain tracker to aid coordination and collation of all required
documentation for O&M manuals and H&S files.
Assist with diary management, arrange meetings, coordination of diaries, booking meeting rooms and liaison with external attendees
Business travel support
Organise regular business relationship meetings with consultants
Assist with submission and processing of expenses · Assist the Design team with making payments and coordinating necessary approvals · Undertake any other administrative duties as required by Design team
DESIGN ASSISTANT DUTIES :
Assist Design Managers and Coordinators with design coordination tasks as/when required to provide support with design processes and delivery
Assist with design reviews, coordination of design information, chasing consultants, subcontractors, suppliers or relevant authorities
Assist with coordinating, driving and achieving resolution to design related issues
Join us at United Infrastructure and be part of our mission to deliver innovative and sustainable solutions to the complex infrastructure needs of the UK.