Administrative Document Controller - A&E

Skanska; Watford; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading construction and project development company in Watford is looking for a Document Controller to manage project documentation and records. You will handle data analysis, maintain CAFM records, and ensure compliance with operational standards. Strong skills in Microsoft Excel, excellent communication abilities, and experience with CAFM databases are essential for success in this role. This position also requires a minimum level of security clearance, making it crucial for candidates to meet residency requirements.

Qualifications

• Ability to maintain and update PPM and reactive records.
• Requires strong data presentation skills.
• Experience with complex problem analysis and practical solutions.

Responsibilities

• Process all paper, electronic records, and documentation.
• Prepare data for trend analysis, including dashboards.
• Manage technical reports and maintain filing structures.

Skills

Advanced Numerical Skills

Communication Skills

Experience using CAFM Databases

Competent with Microsoft Excel

Problem Solving Skills

Tools

CAFM Systems (e.g. Concept Evolution)

Microsoft Excel

O365 applications

Job description

General information

City/town:

Middlesex

Job field:

Other Operations

Type of contract:

Permanent

ID:

5712

Description and requirements

Skanska, one of the world’s leading project development and construction groups, is an inclusive and responsible business that is helping to build a better society.

Skanska Building Services is at the forefront of facilities management, trusted by clients to deliver excellence every time. One of our flagship contracts is with the Ministry of Defence at a major base near Watford – a complex, high-profile environment where we provide a full range of hard, soft, and technical FM services. We’re now seeking a Document Controller to join the planned and reactive maintenance team onsite - where you will be responsible for updating PPM and Reactive task trackers, including providing data analysis of tasks.

What You’ll do :

• Systematic processing of all paper, electronic records and documentation associated with Planned, Reactive and Small Works Change activities.
• Maintain and update the PPM and reactive records on the provided Information Management Systems, databases and CAFM system.
• Issue, receive, revue, escalation and filing of all PPM and reactive task records.
• Undertaking the role of COSHH Editor for the delivery of COSHH management tasks for the Asset & Engineering (A&E) team.
• Ensure filing structures both electronic and paper are maintained to support contractual evidencing of compliance for key stakeholders and the client alike.
• Prepare data for trend analysis of PPM and reactive tasks including monthly dashboards to support performance monitoring and reporting.
• The provision of accurate reporting information to management in the following key areas; Asset & Engineering operational delivery, contractual reporting for Client and Skanska OU requirements.
• Develop and run reports for various data sets and management information (MI) derived from the CAFM and other IT platforms.
• Manage, maintain, review and escalate all technical/professional reports produced by our subcontractors supporting planned preventative maintenance (PPM) across the site estates.

What You’ll bring to the role

• Advanced Numerical Skills (Mathematical, Logic, Statistics)
• Communication: providing documents and reports that are clear, precise and understandable when presenting Data
• Experience using CAFM Databases (e.g. Concept Evolution)
• Highly competent with Microsoft Excel and experience with O365 applications
• Problem solving/analysis: understanding of complex issues and problems and ability to form practical/pragmatic solutions.

This role requires a minimum level of security clearance and may also require a higher level of National Security Vetting. You should be aware that certain levels of clearance or specific projects and/or sites have UK residency requirements; and any dual or multiple nationalities must be declared. Any persons who do not fulfil these residency requirements may be unable to obtain the required level of clearance and would not be eligible to undertake this role.

Equal opportunities

We thrive through embracing differences, whether they be social backgrounds, ethnicity, disability, gender identity or expression, age, religion, sexual orientation and any other protected characteristic – we know that diversity opens a rich potential for new ways of thinking, helping us to build successful and high-performing teams. We call it Naturally Skanska.

We welcome you to ask about flexibility at interview stage and we will explore what is possible for the role.

Reasonable adjustments

We would like you to perform at your best at every stage of our recruitment process. Please contact us using [e-mail] or call 0330 105 2000 – Option 5 & 1, if you require any adjustments that would support you throughout your application.

More information about the role

Please note this is an advert for our job vacancy, and therefore may not be inclusive of all assigned duties, responsibilities, or aspects of the role described, and may be amended at any time at the sole discretion of Skanska. For a full role profile, please contact us: [e-mail]

The closing date for this vacancy may be subject to change any time at the sole discretion of the business.

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