Sphere Solutions
Document Controller - Must have Procore Exp
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Job Opportunity: Document Controller/Administrator
My client is seeking an organized, confident, and detail-oriented Document Controller/Administrator to join their team in London. In this dual-function role, you will play a critical part in maintaining project documentation standards across live construction projects while providing key administrative support to our project management and site teams.
Please read the information in this job post thoroughly to understand exactly what is expected of potential candidates.
The ideal candidate will serve as the subject matter expert for our Common Data Environment (CDE), with strong, practical experience in Procore.
Key Responsibilities
Document Control
- CDE Management: Set up, maintain, and manage overall project document structure within Procore, ensuring all drawings, technical submissions, RFIs, and specifications are up to date and correctly distributed.
- Quality Assurance: Inspect all incoming and outgoing documentation for compliance with company standards, naming conventions, and project protocols.
- Workflow Administration: Track, monitor, and follow up on outstanding RFIs, Submittals, and Technical Queries to ensure timely approvals from clients, architects, and subcontractors.
- Archiving & Compliance: Maintain audit-ready project archives and assist with final handovers, O&M manuals, and project closeout documentation.
- User Support: Assist site teams, consultants, and subcontractors with onboarding and navigating Procore.
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Administrative Support
- Site & Office Admin: Handle daily office operations, including managing incoming communications, ordering supplies, and coordinating site visitor access.
- Meeting Support: Schedule project meetings, prepare meeting rooms, compile agendas, and accurately record/distribute meeting minutes.
- Reporting: Assist Project Managers with formatting and preparing weekly/monthly project reports and commercial documentation.
- General Support: Provide ad-hoc administrative assistance to the site management and commercial teams as needed.
Requirements & Qualifications
- Procore Proficiency: Essential. Proven hands-on experience using Procore as a primary document control system on live construction projects.
- Experience: 2+ years of experience in a Document Control or combined Admin/Document Controller role within the UK Construction or Engineering sectors.
- Technical Knowledge: Strong understanding of construction documentation (drawings, RFIs, submittals, specifications, and handover packages).
- Software Skills: Highly proficient in MS Office 365 (Word, Excel, Outlook, Teams) and PDF management software (Bluebeam or Adobe Acrobat).
- Communication: Excellent verbal and written communication skills with the confidence to liaise with clients, consultants, and sub-contractors.
- Organisation: Exceptional attention to detail, time-management skills, and the ability to prioritize tasks in a fast-paced environment.
- Location: Must be based in or within easy commuting distance of Central London.
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What's on Offer
- Competitive salary dependent on experience
- Opportunities for professional development and training
- Collaborative and supportive work culture
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