Document Coordinator

Document Coordinator

  • Location

    London, England

  • Sector:

    Telecoms, M&E

  • Job type:


  • Salary:

    £25000.00 - £30000.00 per annum

  • Contact:

    Drew Derry

  • Contact email:


  • Job ref:


  • Published:

    about 2 months ago

  • Expiry date:


  • Start date:


  • Consultant:


Document Coordinator
Salary: Up to £30,000 + Company Benefits (28 Day Holidays/Pension)
Location: London (Office and Sites)

*Set up detailed design folders on SharePoint for all live projects.
*Upkeep and maintenance of the SharePoint folders for all live projects.
*Work with the project team(s) to manage and control all documents entering and leaving the project(s), including registering, referencing, filing and distribution, using electronic document systems, to allow instant and efficient retrieval of such documents.
*Management of the ongoing RFI process.
*Maintaining the drawing register and reporting on drawing status.
*Management of the Technical Submission process and reporting on status.
*Uploading drawings and documents to the Client web portals such as For Projects, Aconex, A site and Conject.
*Produce and maintain accurate project control documentation such as status reports, drawing registers, tech sub registers, RFI Registers.
*Review and update registers on a weekly basis updating status's and providing comments where present.
*Ensure that all projects follow the defined project documentation process and that all deliverables are approved by the appropriate manager.
*Use the tools available to support the needs of the project team and stakeholders.
*Ensure documentation progress is reported regularly, consistently, accurately and in a manner to suit key project stakeholders.
*Highlight and chase designers and project managers for amendments to status B/C drawings and tech subs
*Complete weekly drawing status reports on current projects for the design and CAD manager.
*Work with the project team(s) to collect, collate and manage all the Record and Completion documentation including Operating and Maintenance Manuals, Record Drawings, Testing Results, Commissioning data etc., including registering, referencing, filing and distribution, using electronic document systems, to allow instant and efficient retrieval of such documents.
*Complete the Operating & Maintenance Manuals in conjunction with the project managers and create test and commissioning packs.
*Manage all As Built drawings, data sheets and test results that accompany the Operating & Maintenance Manual.
*Create fluke test files for projects based on project requirements.
*Actively promote documentation quality throughout the project teams and ensure the quality of all deliverables.
*Liaise with the clients, consultants and subcontractors document controllers.
*Ensuring design minutes are completed and saved for all live projects.
*Collating and formatting design documents in conjunction with the Design Manager.
*Attending internal meetings within the department.
*Working closely with the Sales, Operations, Procurement and CAD Team.
*Ensure that all admin task and functions are completed in line with company standards and legislations.
*Provide continuity and ensure response timescales and deliverables are achieved in line with client expectations.
*Review the detailed design process and report on continuous improvement and highlight where efficiencies can be introduced.

*Sound knowledge of working in a construction or project office environment including familiarity with best practice project documentation
*Proven experience of completing project documentation health/quality checks
*Experience using common Project Management tools, such as MS Project For Projects, Aconex, Asite and Conject.
*Excellent communication skills (written and verbal)
*IT Literate, proficient MS Word, PowerPoint and Excel.
*Team player with excellent inter-personal and communication skills, both written and verbal.
*Excellent time management and organisational skills with high attention to detail.
*Self-motivated, proactive and able to work on own initiative.
*Good customer care skills.
*Flexible approach to working hours ability to work overtime as and when the business needs dictate.
*Awareness of IPMA/APM & PRINCE2 environments
*Ability to build and maintain good working relationships with all colleagues and external clients.

*3+ years admin Experience

If you are interested in this role, can recommend anyone, or require further information please do not hesitate to contact Drew Derry on 01932 83 7792 or via email on