Job Description

Job DescriptionWe are seeking a highly organised and detail-oriented Document Controller & Office Coordinator to manage company documentation processes and maintain an efficient, structured office environment. This hybrid role combines document control, record management and office administration.The selected candidate will act as the central point of coordination for all internal and external documentation, ensuring compliance, accessibility, and quality standards are maintained across departments. The role requires someone reliable, proactive, and adaptable, with strong communication skills and an exceptional eye for detail.This position will be supporting the Head of Construction and Finishings, acting as their right hand in managing key processes and documentation.Main Duties and ResponsibilitiesDocument Control & Compliance

• Develop and maintain a structured document control system for all company and project documentation

• Register, track, and monitor incoming and outgoing correspondence, drawings, reports, and technical documents

• Maintain version control, accurate filing, and proper archiving of all controlled documents

• Prepare, review, and issue documentation according to internal standards and project requirements

• Liaise with project managers, contractors, and suppliers to collect, verify, and update documentation as needed

• Monitor document approval workflows and ensure timely submission of deliverables

• Ensure all documentation processes align with company quality management systems and standards

• Support the preparation of standard operating procedures (SOPs), manuals, and internal templates

• Maintain confidentiality and data integrity in handling sensitive company and client information

Office Coordination & Administrative Support

• Oversee daily office operations, ensuring the workplace is organised, professional, and well-maintained

• Coordinate meetings, prepare agendas, take minutes, and track follow-up actions

• Manage correspondence, office communications, and supplier/service contracts

• Support senior management with report preparation, document formatting, and presentation materials

• Develop and update office procedures and administrative guidelines in line with company policies

• Maintain internal registers and trackers (contracts, insurance, renewals, staff records, etc.)

• Handle scheduling, logistics, and internal communications efficiently across departments

• Coordinate and support internal IT needs, helping resolve technical issues and ensuring smooth operations across teams

• Attend training sessions and workshops to enhance professional and procedural knowledge

• Perform any other duties as instructed by top management

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