Doent Controller Project Administrator
Doent Controller Project Administrator
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Salary Not Disclosed
1 Vacancy
Job Description
Document Controller / Project Administrator
Role Summary
The Document Controller/Project Administrator will play a pivotal role in supporting the smooth and efficient management of construction project documentation. The position requires an individual with strong organizational and communication skills who can manage the entire document lifecycle from creation and distribution to security and retrieval. This role is crucial in ensuring that all projectrelated documents are accurately controlled distributed and compliant with both company standards and regulatory requirements. The successful candidate will also be responsible for supporting project administration tasks facilitating communication between departments and maintaining comprehensive project records.
Key Responsibilities
Document Management:
Receive review categorize and store all incoming documents including project specifications drawings contracts and reports
Implement and maintain a structured document control system ensuring alignment with both internal policies and external regulatory standards
Regularly audit document processes and systems to ensure accuracy consistency and adherence to company guidelines
Manage document revisions and updates ensuring all changes are documented and reflected in the system
Document Distribution:
Manage the distribution and tracking of projectrelated documents to relevant stakeholders (e.g. Engineers Architects Contractors Regulatory Bodies)
Ensure timely and accurate distribution of the latest document versions to all parties involved
Monitor and log document status changes approvals and receipt acknowledgments from recipients
Document Retrieval:
Develop and implement streamlined procedures for document retrieval ensuring quick access for all relevant personnel
Assist Project team members and stakeholders in locating necessary documents and information promptly
Regularly review retrieval requests to improve response times and ensure the systems efficiency
Document Security:
Oversee the security and confidentiality of all documents ensuring sensitive information is protected
Implement document access controls to prevent unauthorized access and ensure compliance with company policies and GDPR regulations
Monitor and regularly update document access permissions particularly for confidential or sensitive materials
Project Administration Support:
Provide administrative support for the Project team including scheduling meetings preparing reports and maintaining communication logs
Assist with the creation and management of project records such as meeting minutes progress reports and compliance documentation
Coordinate between departments to ensure smooth workflow efficient communication and the timely completion of project milestones
Compliance and Regulatory Adherence:
Ensure that all documents adhere to relevant industry regulations such as building codes safety standards and environmental laws
Keep up to date with Luxembourg s construction regulations company policies and international document control standards to ensure compliance
Prepare documentation for audits and inspections ensuring completeness and accuracy for regulatory review
Training and Support:
Provide training to Project staff on document control systems and processes
Offer ongoing support and assistance with the use of document management software and other relevant tools
Identify areas for improvement and provide recommendations for enhancing document control efficiency
Reporting and Analytics:
Generate regular reports on document control activities including tracking document submissions approvals and retrieval times
Analyze document management performance to identify bottlenecks and propose solutions for process optimization
Maintain key metrics related to document control for project management review
Key Skills
Proven experience in document management or project administration preferably within the Construction or Engineering sectors
Familiarity with document management software (e.g. Aconex SharePoint Procore etc.)
Strong organizational skills with exceptional attention to detail and accuracy
Excellent communication and interpersonal skills with the ability to work collaboratively in a fastpaced environment
Proficiency in Microsoft Office Suite (Word Excel Outlook) and other project management tools
Understanding of Luxembourg s construction and document control regulations is a plus
Ability to multitask prioritize and work under tight deadlines
Fluency in English and French with additional languages (such as German or Luxembourgish) considered an asset
Qualifications
Bachelors degree in a relevant field
Proven experience in project management and leadership roles
Relevant certifications (e.g. PMP) are a plus
This role is integral to ensuring the success of the construction project by maintaining the integrity security and accessibility of all projectrelated documentation. The Document Controller/Project Administrator will serve as the backbone of information management supporting the Project team in delivering a highquality compliant project.
The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.
Employment Type
Full Time
