Office Administrator

Location: Greater London

Role Summary

The Office Administrator / Document Controller is responsible for day-to-day office administration and the effective control of project documentation across multiple construction projects. The role ensures that drawings, specifications, RAMS, permits, certifications, and correspondence are issued, stored, and retrieved in a controlled, auditable manner, supporting operational delivery, compliance, and client requirements.

Key Responsibilities

Document Control (Primary)

* Maintain the company’s document control system and filing structure (digital and hard copy), ensuring consistent naming conventions, version control, and access permissions.

* Register, distribute, and track project documents including drawings, specifications, scopes, schedules, technical submittals, RFIs, site instructions, and client correspondence.

* Ensure only current approved documents are in circulation; withdraw and archive superseded versions promptly.

* Manage incoming/outgoing transmittals; maintain logs and issue registers (e.g., drawings register, submittal register, RFI log).

* Support project handover packs / O&M manuals / close-out documentation (as applicable), ensuring completeness and correct indexing.

* Coordinate compliance documentation: training records, product data sheets, manufacturer instructions, warranties, certificates, inspection records, and sign-offs.

* Liaise with project teams, subcontractors, and clients to chase outstanding documents and confirm approvals.

General Office Administration

* Provide general administrative support to management and project teams (emails, letters, formatting, scanning, printing, meeting notes).

* Maintain office records including supplier details, subcontractor onboarding documents, insurance certificates, and key contact lists.

* Assist with procurement admin (PO requests, order confirmations, delivery notes, filing invoices for approval).

* Support HR administration: starter/leaver paperwork, timesheets, holiday records, and training/competency matrices (as required).

* Maintain diaries, arrange meetings, and support internal communications.

* Answer incoming calls, manage the general inbox, and ensure queries are routed and responded to promptly.

Compliance, Quality and Confidentiality

* Follow company procedures and ISO/quality requirements (where applicable) for controlled documentation and record retention.

* Handle sensitive information confidentially and in line with GDPR and company policies.

* Support audits by retrieving records and maintaining traceability.

Key Interfaces

* Project Managers / Site Managers / Supervisors

* Commercial/Quantity Surveying team (as applicable)

* Subcontractors and suppliers

* Clients / Main contractors / Consultants

* Compliance / Health & Safety support (internal or external)

Skills and Experience (Essential)

* Previous experience in office administration; document control experience within construction, engineering, or FM is strongly preferred.

* Strong IT capability:
Microsoft Office (Outlook, Word, Excel); confident using shared drives and document management processes.

* High attention to detail and disciplined approach to filing, version control, and record keeping.

* Excellent communication skills (written and verbal) and confidence liaising with multiple stakeholders.

* Ability to prioritise, work under pressure, and manage multiple deadlines.

Desirable

* Experience using document management systems (e.g., Viewpoint/4

Projects, Aconex, Asite, Procore, SharePoint).

* Familiarity with construction project documentation (drawings, specs, RAMS, permits, O&M manuals)