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Document Controller / Business Support Assistant

egis-group.com Logo

Egis in the UK

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Location:
United Kingdom , South Mimms

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

Not provided
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Job Description:

This dual-purpose role is to deliver effective management of project documents and records ensuring they are compliant with all contractual, legal, and Integrated Management System (IMS) requirements. Additionally, the role provides essential business support to the wider team including administrative and general office management activities.

Job Responsibility:

  • Deliver effective management of project documents and records ensuring they are compliant with all contractual, legal, and Integrated Management System (IMS) requirements
  • Provide essential business support to the wider team including administrative and general office management activities
  • Maintain document registers, version control and the timely submission of documents to our client and other relevant stakeholders
  • Maintain document logs including performance reports for certain workflows including Technical Queries and the Schedule of Submissions
  • Ensure documents comply with legal, contractual and quality management standards for auditing purposes
  • Provide support during certified management system surveillance and recertification audits including PAS 99, ISO 44001, ISO 55001, ISO 27001 and PAS 2080
  • Ensure all submissions follow the correct process and contractual workflow including formal correspondence, review procedure submissions for design and non-design submissions, technical queries and waivers
  • Manage and update the Schedule of Submissions
  • Ensure electronic documents are stored securely in the EDRMS and access is restricted for confidential files
  • Ensure retention periods comply with contractual requirements of Schedule 15
  • Manage on and off-site storage of all archived documents
  • Provide support to the wider team including packaging and formatting documents for submissions, maintaining meeting room diaries and ensuring rooms are ready for use
  • Support the work of the CEO’s executive assistant during periods of absence or during high volumes of work activity

Requirements:

  • Experience working on large complex construction projects or similar
  • PFI experience advantageous but not essential
  • Excellent document management skills including experience of using different industry standard and/or bespoke document management software packages including Business Collaborator or other similar packages
  • Knowledge of administration of Quality Management Systems
  • Knowledge of administration of IT security policy
  • Proficient use of MS office including Word, Excel and PowerPoint
  • Attention to detail including being highly diligent, organized, proactive and able to work on own initiative
  • Excellent team working skills, ability to build effective relationships at all levels
  • Good interpersonal and communication skills
  • Determination to see tasks through to completion, with excellent planning and organisational skills
  • Excellent knowledge of Microsoft Office, including Word, PowerPoint and Excel
  • Experience using Document and Contract management software systems including business collaborator, Affinitext and Aconex (training will be given to all in-house bespoke systems)
  • As a benefit, knowledge of MS SharePoint although training will be provided

Nice to have:

  • PFI experience
  • Knowledge of MS SharePoint

Additional Information:

Job Posted:
January 13, 2026

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