Job Description/Specification:
BIM Design is looking for an experienced Administrative Assistant / Document Controller to join a construction or civil engineering organization. The ideal candidate will have a minimum of 5 years of experience in administration and/or document control, with strong skills in project documentation, record management, correspondence and office coordination.
The successful candidate will provide administrative support to management and project teams while ensuring that project documents are accurately registered, controlled, distributed, tracked and archived. Strong attention to detail, organization and communication skills are essential for this position.
About This Role
The Administrative Assistant / Document Controller will manage day-to-day administrative activities and support project teams with document control and coordination. The role involves working with internal departments, consultants, clients and subcontractors to ensure documentation is properly maintained and readily accessible.
Key Responsibilities
- Manage daily administrative tasks, correspondence, emails and office records.
- Maintain organized physical and electronic filing systems.
- Receive, register, distribute and track project documentation.
- Prepare transmittals, reports, letters, forms and project correspondence.
- Maintain document numbering, revision control and distribution records.
- Coordinate documentation with project teams, consultants, clients and subcontractors.
- Maintain and regularly update document registers and tracking logs.
- Schedule meetings, prepare minutes and follow up on action items when required.
- Provide administrative support to management and project teams.
- Ensure documents are properly archived and easily retrievable.
- Handle confidential information professionally and maintain appropriate discretion.
- Perform additional administrative and document control duties as assigned.
Minimum Requirements
Experience
- Minimum 5 years of experience in administration, document control or a related role.
- Experience within the construction or civil engineering industry is preferred.
- Familiarity with project documentation, document registers, transmittals and revision control.
- Experience coordinating documentation across multiple teams and stakeholders.
Technical Skills
- Proficiency in Microsoft Word, Excel, Outlook and PowerPoint.
- Knowledge of document control systems and electronic document management systems.
- Strong data entry, filing and record-keeping abilities.
Key Skills
- Document Control
- Administrative Support
- Project Documentation
- Document Registration & Tracking
- Revision Control
- Document Registers
- Filing & Records Management
- Transmittals
- Project Correspondence
- Meeting Coordination
- Microsoft Office
- Construction Administration
- Stakeholder Coordination
- Time Management
- Attention to Detail
- Multitasking
Desired Candidate Profile
The ideal candidate is highly organized, detail-oriented and capable of managing multiple priorities in a fast-paced construction environment. Strong communication skills and the ability to work independently while coordinating effectively with different departments and project stakeholders are essential.