Project Admin/ Document Controller - London, United Kingdom - Mace

Mace
Mace
Verified Company
London, United Kingdom

2 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

beBee Recruiter
Description
The opportunity

Mace is an international consultancy and construction company that has delivered world class projects since 1990.

Today we employ over 6,000 people across five global hubs in Europe, the Middle East, North Africa and India, the Americas, Asia Pacific and Sub-Saharan Africa.


Project:
Heathrow Airport.


Your responsibilities will include:

  • Organising internal and external meetings and arranging presentations, documents, equipment and refreshments as required.
  • Assisting the commercial team with contracts and bids.
  • Issuing and dealing with confidential.
  • Ordering Stationery.
  • Ordering PPE for the team.
  • Maintaining company electronic filing system.
  • Supply chain prequalification requests.
  • Ensuring the office is maintained within H&S standards and testing's.
  • Comply with safe working practices.
  • Represent the company in a presentable and professional manner.
  • To follow the company's equalities policies in relation to other Mace staff and any external parties.
  • Ensuring that all conject Procedure/ Process Guide's, where applicable, are issued to all Project Design Teams.
  • Ensuring that all Aconex Procedure/ Process Guide's, where applicable, are issued to all project subcontractors as part of tender documentation and as part of any Starter Pack.
  • Read and understand all Mace conject process & procedures guide's for their Project, where there is an element of doubt please refer to the Information Management Team (IMT) Leader for further guidance.
  • Ensuring the Mace team adheres to the project process & procedures and provide guidance when deviation occurs.
  • Maintaining the project work package list and ensure documents are being assigned to work packages, as per the Mace work packaging guidelines & in tandem with the subcontractor viewing restrictions.
  • Managing and control distribution lists as per the agreed distribution matrices.
  • Running exception reports for Mace managers on a weekly basis.
  • Ensuring all drawings and documents are published to the system are associated to a document transmittal.
  • Ensure that designers are publishing documents in accordance to the protocols and using the agreed distribution matrices.
  • When designers issue data to Aconex ensure that their 'project status' is as per the project protocol and that the system is configured so that they can only use the statuses within the protocol.
  • Distribute drawings to Mace package managers for authorisation system) when agreed then forward this information to the subcontractors as per the Aconex procedures guide.
  • Ensure that the agreed forced issue groups are set up so that subcontractors issue all drawings and documents directly to the PIC.
  • Issue Sub Contractor submittals to Mace package managers for Authorisation and to lead consultants for 'Lead Review', any additional actions/ distribution to be agreed with the Mace team.
  • Run reports to show overdue actions on these documents from the consultant's as part of the weekly reporting process.
  • When subcontractors issue data to conject ensure that their 'project status' is per the project protocol and that the system is configured so that they can only use the statuses within the protocol.
  • Produce RFI summary reports as part of the weekly reporting process.
About you


You have previous experience working at a construction company as an Information Manager and have knowledge of document control systems (Aconex, Conject, BIM 360).

You are digitally savvy, can build lasting client relationships and lead strong, motivated teams.

You will have a construction or project management background and be hungry to grow your career and enjoy the opportunities Mace has to offer.

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