Document Controller and Administrator

Our client is currently recruiting a Document Controller and Administrator to join their MWS team on a 12-month contract. The role will be based in Aberdeen and offers a hybrid working arrangement.

ROLE

The main purpose of the Document Controller & Administrator role is to provide administrative support to the MWS department, reviewing technical reports and ensure the highest standards of deliverables in terms of contents, format and syntaxis/grammar are maintained.  Additional duties include general department support and administrative tasks. The role will report to the MWS & Marine Projects Manager. The list below is only given as a guidance, and it is not to be considered exhaustive nor definitive

RESPONSIBILITIES

• Monitor document control mailbox and deal with correspondence as efficiently as possible.
• Maintain MWS Report Register.
• Accurate recording of documents received from Clients for MWS review, including populating individual Projects’ Document Registers & Document Review Sheets.
• Accurate recording of Client responses to MWS reviews, including populating individual Projects’ Document Registers & Document Review Sheets.
• Format, proofread, process and issue of technical reports/proposals/ITT documents in accordance with company standards, ensuring consistency in quality and format.
• Create/modify and publish templates in accordance with corporate styles.
• Maintain record of all documents processed and issued by the company.
• Maintain records of all templates created and stored by the company.
• Attend weekly MWS department meetings & provide feedback when required to the document control team.
• Ensure that an open line of communication is maintained with the MWS department, giving an update on document control status as and when required.
• Maintain individual MWS projects’ registers.
• Maintain Client specific document portals as directed by the Client.
• Assist the document control department when MWS department is quiet.
• Ensure whereabouts spreadsheet is kept updated with all staff movements.
• Completion of other administrative tasks as directed by the Admin Manager and MWS & Marine Projects Manager.
• Ensure professional liaison with current and prospective Clients, all technical and administrative staff within the company.

General Admin Support:

• When required assist the MWS department, making flight, hotel and rail bookings as required.  Record all travel and all relevant travel correspondence, including maintaining the Travel Log and travel mailbox.
• When required assist the MWS department with taxi booking requirements and update taxi register. 
• When required assist with the necessary documentation required for staff and associate consultants attending vessels worldwide (e.g. assisting with travel and documentation /certificates / vaccinations).
• Completion of training modules as assigned by the MWS & Marine Projects Manager and company.
• To take responsibility for your own actions to support the company in achieving its health & safety goals and environmental objectives.

REQUIREMENTS

Experience & Skills Required: 

• Proficient in the Microsoft Office packages
• Outstanding organisation skills and eye for detail & accuracy
• Excellent communication skills/collaboration skills
• Excellent in multi-tasking & prioritising
• Able to work under tight deadlines and focused on exceptional Customer service
• Previous experience in a document control department preferrable

Qualifications Required:

• Degree or Nat 4/5 or equivalent (GCSEs) including Maths and English as a minimum.