Document Controller Administrator
Milan, ITA
2 gg fa

The Summary

The Document Controller & Business Support will be responsible for performing a variety of activities in relation to the execution of Projects.

This is a fast paced and demanding role which requires the individual to take responsibility for the control of electronic documents on all projects.

Working alongside the project managers / engineers to ensure that all documentation is submitted and received in accordance with the project requirements and project document registers are maintained.

The Document controller will also be responsible for the compilation of the Manufacturing Record Books. In addition, the role will be required to provide Business Support for the office including administrative tasks.

Job responsibilities :

  • Preparing document front sheets and transmittal notes for submittal
  • Submittal of outbound documentation / booking in of inbound documentation
  • Adhere to procedures and record internal / sub-supplier documentation within the data management system
  • Record documentation inbound / outbound within the project document register (Excel) to ensure accurate records are maintained.
  • Setting up / adjusting formulas when required

  • Adhere to project specific numbering and revision requirements
  • Expediting of documents from clients, suppliers and internally to ensure project schedules are met
  • Manage workload priorities that can change throughout the day
  • Liaise with Quality, Purchasing and Manufacturing to be able to compile hard copy manufacturing records from the shop floor file, for the compilation of the manufacturing record books (MRBs)
  • Sort, scan, save material certificates and record heat numbers for manufacturing record books
  • Use resource tools such as the BOM, SAGE and the company quality management system
  • Assist with the compilation of operating and maintenance manuals
  • Working closely with the projecting team to ensure documentation is complete and projects are delivered on time and to budget
  • Collating data and assisting Project Engineers with cost tracking.
  • Creating and updating project files soft and hard copies.
  • Assisting the Projects team with administration, scanning, updating documents.
  • Track projecting and controls hours, produce reports for Department Heads.
  • Meeting & Greeting any approved visitors
  • Postal duties
  • Ordering General Office Stationery & Supplies
  • Assisting the Office Managing Director providing routing or ad hoc administrative tasks
  • Previous experience / knowledge :

  • Previous experience working with DMS (Document Management System) desirable
  • Previous experience in a document control / contract administrator / quality documentation role preferred
  • Experience working within an engineering or fabrication environment preferred
  • Working knowledge of ftp servers and OneDrive an advantage
  • Educated to GCSE standard as a minimum
  • Experience of working in an ISO (International Organisation for Standardisation) environment desirable
  • Experience working in a highly regulated and audited environment preferred
  • Skills :

  • Proficient in the use of Microsoft office Excel (formulas, pivot tables, format cells, conditional formatting)
  • Intermediate in the use of Microsoft office Word (document formatting, table of contents)
  • Intermediate in the use of Microsoft office Outlook (rules, categories)
  • Intermediate in the use of PDF collaboration (collating large files, bookmarking)
  • Organisational skills (prioritising tasks, respecting deadlines, methodical work)
  • Capacity to work effectively within a team environment
  • Excellent communicator verbal and written
  • The person :

  • Be comfortable working in a fast-paced environment
  • Resourceful, well organised, highly dependable, efficient and detail orientated
  • Self-starter, Confident and Assertive
  • Ability to use initiative and make decisions autonomously
  • Additional requirements :

  • Must live within 1-hour commute to the Italy office and have own transport.
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