Since 2004?our client?has?transformed and constructed high end residential and commercial property across London and the Southeast. They construct, refurbish, alter and fit out the most stunning and challenging designs, including complex structural work, triple basements, façade retentions and cut & carve; followed by all levels of fit out, including prime residential.?????????

The individual in this role will be able to prioritise a large and varied workload. This person will bring enthusiasm and awareness to the document control process, sharing their knowledge and contributing to improving the system and process. Providing key support to the project team the candidate will demonstrate the ability to build and maintain a professional relationship with the project team and work in a professional and effective manner with the external contacts they will interface with (architects, trade contractors and designers etc). This role plays an integral part in the project’s success and as such the incumbent must be flexible, work unsupervised, have excellent communication skills and have a customer focused attitude. Previous experience of a similar role within a construction environment is preferable.

Key Deliverables Document Control

• Data input and filing of incoming drawings and other design documentation and copy of distribution

• Set up and configure a document control system, ensuring that it is tailored to suit the needs of the project

• Help manage the information distribution involved in procurement using the document control system

• Maintenance of accurate records of all drawings and other construction documents issued by consultants and contractors through each stage of the project

• Ensure that an effective internal review loop is maintained so that all documents are properly reviewed by the Project Team

• Ensure that every drawing or other design document is received by the relevant trades and consultants; this involves being a final point check on any distribution marked by the Project Manager or Construction Manager

• To log, distribute promptly and keep updated various instructions from consultants, clients, project managers etc.

• To label, log, store and process all sample approvals

• Establish and maintain a Request for Information log

• Liaise with consultants/contractors to ensure that all parties are working to the correct drawings and other design documents, and to ensure that all parties are issuing documents correctly

• Keep up to date copies of each drawing and other design/ approval documents on site for the use of the Project Team

• Undertake regular reviews of the system to ensure effective use across the project

• Document all discrepancies in document issues to trade contractors and professional partners, ensuring that the Project Manager is aware of any discrepancies and that all problems are resolved in a timely fashion by liaising directly with all members of the wider project team

• Create and maintain an accurate, efficient and user-friendly filing system ensuring that copies of drawings and documents are easily found

• Order reprographics as necessary, liaising with the Project Team and the reprographics supplier to ensure that costs are controlled

• Ensure that a drawing rack is set up and maintained with current drawings, detailed on a corresponding directory

• Take responsibility for the production of handover manuals and/or Operation & Maintenance manuals to ensure that approved and finalised documents are issued to the Client at Practical Completion

• At the end of the project, ensure that all project files are collated and correctly archived for easy and accurate retrieval

Project Secretarial

• General administration (to a high standard), including typing, distribution, copying and filing general correspondence. Documents can range from general correspondence to key project related information

• When needed binding and collating reports for professional presentations

• Assisting and arranging key project events such as client meetings, lunches etc. Responsibility for diary management and refreshments may also be required.

• Establish and maintain company brand and procedures in line with 8builds communication manual and Brand Guidelines

• Receive all project calls in a prompt and effective manner

• General office duties including

  • booking of meeting rooms, arranging couriers, opening and distributing the post, photocopying, faxing, stationery ordering and consumables, archiving, franking and sending out going post, petty cash (distribution and management)

• Responsibility and interface for the initial office set-up (in conjunction with Head of Business Administration) — Office house keeping (ensuring that workspace, meeting rooms etc are kept in a tidy and professional manner)

• Complying with all Health & Safety requirements and Environmental Issues

• To be fully aware / compliant of 8builds branding guidelines

• Setting up and decommissioning of site offices including furniture, telephone systems, IT, fire extinguishers, photocopiers, facsimile machines, recycling and archiving