Assistant Document Controller

2 days ago

Municipal Unit of Elliniko, Greece Mace Full time €25,000 - €40,000 per year

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. To learn more about our purpose, culture, and priorities, visit our strategy site. 

Within our business we harness our unique combination of leading-edge practical expertise and project delivery to unlock the potential in every project.

The project: Mace and Jacobs have partnered to form a consortium that is leading all real estate and construction delivery related PMC and programme management services for the Ellinikon development. In its role as the client's real estate delivery partners on this programme, Mace/Jacobs JV are providing consultancy from programme/PMC as well as cost and commercial management, to design and construction management.

Our values shape the way we consult, and define the people we want to join us on our journey, they are:

  • Safety first - Going home safe and well
  • Client focus - Deliver on our promise
  • Integrity - Always do the right thing
  • Create opportunity - For our people to excel

The Document Controller and Project Administration role combines responsibility for the day-to-day administration of the electronic document management system (EDMS) and office administration support. The role involves managing document processing and retention systems, ensuring the ability to retrieve all types of project documents including correspondence, reports, instructions, meeting minutes, submittals, RFIs, payment requests, variations, and other project-related materials. Candidates should have prior experience in document control and Project Administration to effectively handle these responsibilities.

You'll be responsible for:

  • Receiving, registering, tracking and distributing project documents.
  • Ensure proper coding, formatting and version control of all documents.
  • Ensure compliance with client document control procedures.
  • Managing day-to-day administration of the electronic document management system (EDMS) system.
  • Ensures all the document protocols are implemented by all participants.
  • Organising and facilitating retrieval of all project documents, including correspondence, reports, instructions, meeting minutes, submittals, RFIs, payment requests, variations, and other relevant materials.
  • Ensuring comprehensive accountability and accuracy of all project files.
  • Conduct regular audits of file systems to identify and address any missing documents or inconsistencies.
  • Facilitate timely provision of requested documentation.
  • Assisting with day-to-day site office operations.
  • Assisting in preparing reports, presentations and other administrative documents as required.
  • General administration support to the PMC team, specifically the Project Director and Deputy Project Director

You'll need to have:

  • BS degree in a business-related discipline or equivalent experience.
  • Previous experience in document control and project administration.
  • Previous experience with electronic document management system (EDMS) and especially with Aconex.
  • Excellent knowledge of English and Greek.
  • Excellent MS Office skills covering Excel, Word, Power Point, Outlook.
  • Strong organizational skills.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.

We are also open to discussing part time, flexible, and hybrid working options if suitable within the role.

#LI-On-site

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