Document Controller / Business Support Assistant

Egis is a leading global consulting, construction engineering and operating firm. We work together with our clients, across every aspect of transport, energy and the built environment to build a more balanced, sustainable and resilient world. The Egis Group has over 50 years’ experience and a team of 19,500 employees in over 120 countries around the world. Joining our Group means, above all, sharing our values as a people-first company, strongly committed to sustainability and innovation.

In the UK we're proud to be delivering some of the most iconic projects which help connect people, protect our environment and meet emission reduction targets. From motorways to tramways, nuclear power plants to smart cities, clients choose us to help them solve their most complex challenges - delivering climate-responsible growth that meets the needs of communities, industry, and the planet.

Role Purpose

Reporting to the Head of Performance and Operations, 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.

Accountabilities

Document Management – this role is critical in managing all project documentation to ensure compliance against contractual, legal and Integrated Management System (ISO 9001) requirements for auditing and operational purposes. Responsible for maintaining document registers, version control and the timely submission of documents to our client and other relevant stakeholders. Document logs including performance reports for certain workflows including Technical Queries and the Schedule of Submissions will be required.

Quality Assurance – Ensure documents comply with legal, contractual and quality management standards for auditing purposes. Legal requirements include data protection.

Audits - Provide support during certified management system surveillance and recertification audits including PAS 99, ISO 44001, ISO 55001, ISO 27001 and PAS 2080.

Workflow Management – 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

Data Security, Records Management and Archiving – 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.

Business Support – provide support to the wider team including packaging and formatting documents for submissions, maintaining meeting room diaries and ensuring rooms are ready for use. The role will also involve from time to time supporting the work of the CEO’s executive assistant during periods of absence or during high volumes of work activity.

The following qualities / experience are required:

• 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.

Behavioural Competencies:

 Results Driven: Demonstrates a passion and excitement for their work. Tackle problems head-on including timely escalation of complex issues

Focus on Continuous Improvement: Continually searches for ways to add value and take performance to the next level.

Teamwork & Collaboration: Works for the benefit of customers and suppliers and other stakeholders. Proactively builds knowledge through sharing knowledge, ideas and expertise with others.

Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers. Actively collects customer information and uses it to improve services and solutions. Manages the experience of customers to ensure positive relationships are established and maintained.

Operational Excellence: Plans and organizes work to safely achieve maximum efficiency and output. Delivers results consistently.

Adaptability: Learns quickly. Adapts positively to changing business and customer demands. Is energized by change.

IT 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 

Equality, Diversity & Inclusion

We are an Equal Opportunities employer and we strive to build a workforce that truly reflects the communities we represent. We welcome candidates from all backgrounds, regardless of age, disability, gender, gender identity, gender expression, race, religion or belief, sexual orientation, socioeconomic background, and any other protected characteristic. If you decide to apply for an opportunity with us, your application will be assessed based purely on your experience, the essential and desirable criteria, and your suitability for the role. We value each and every one’s contribution as this builds our culture and means that if you work with us, you will be included, listened to, and respected.

*Please note, to be considered for this role, you must be based in the UK and must already be able to legally work in the UK. We are unable to offer or provide sponsorship for this position*