Job Title: Project Document Controller & Assistant

Location: London (Hybrid working possible)

Department: Capital Projects / Engineering / Project Delivery Office

Reports to: Project Manager / Project Director

Status: Full-Time

Start Date: Ideally by August 2025 for onboarding and handover

Vacancy Status: Open – Actively Hiring

Position Summary:

We are seeking a highly organised and proactive Project Document Controller & Assistant to join our project delivery team in London. The role is vital in supporting large-scale capital projects within our pharmaceutical operations. You will be responsible for managing project documentation and providing administrative support to the wider team, ensuring smooth day-to-day operations and project compliance.

The ideal candidate is detail-oriented, reliable, tech-savvy, and capable of handling confidential information while coordinating with internal and external stakeholders.

Key Responsibilities:

Document Control (approx. 70–80%):

• Act as the primary administrator and point of contact for the project document control platform (e.g., Aconex, Asite, PIMS, SharePoint, or equivalent).
• Maintain and update the document management system, ensuring proper version control, metadata tagging, and audit readiness.
• Coordinate document workflows: issue, review, approval, and distribution; working to design new processes for optimise efficiency.
• Ensure all project documentation is accurately filed and organised in accordance with internal procedures and industry standards. Assist internal and external stakeholders to ensure complete and up-to-date documentation submission.
• Provide support during audits and project reviews by retrieving or compiling documentation.
• Manage submission milestones, manage RFI logs and approval chains to ensure relevant personnel are notified appropriately to aid timely completion.
• Onboard new Project team members; train and support to use documentation management systems, document submission and review protocols. Develop guides and training resources on key functions and processes utilised by the Project.
• Monitor and ensure appropriate access permissions for Project Team members.
• Help the Main Contractor to manage the systems list, RFI log, punches.
• Support Project managers in updating the Project Execution Plan and in developing a turnover & commissioning plan.

Administrative & Team Support (approx. 20–30%):

• Assist with meeting coordination: scheduling, agenda preparation, presentations, note-taking, and follow-ups, assigning and monitoring actions, guest registration and support, catered lunches, ad-hoc dinner reservations and team building events.
• Retain general project knowledge; be able to support meeting and workshop facilitation, relay information, key decisions, actions to be taken and highlight concerns.
• Maintain up-to-date team contact lists, project calendars, availability, action and resource trackers.
• Coordinate travel arrangements and logistics for the project team and visitors.
• Support internal expense submissions and vendor invoice processing in line with corporate policies.
• Provide ad hoc support to project managers and engineers as required.

Required Qualifications & Skills:

• Proven experience in a similar role in a project environment, ideally within engineering, construction, or pharmaceutical industries.
• Strong working knowledge of document control systems (e.g., Aconex, Viewpoint, SharePoint, PIMS or similar platforms).
• Excellent organisational skills with high attention to detail and accuracy.
• Strong verbal and written communication skills in English.
• Proficiency with Microsoft Office Suite (Excel, Outlook, Word, Teams, PowerPoint).
• Ability to handle sensitive information confidentially and professionally.
• Capable of working independently and managing multiple priorities.
• Right to work in the UK.

Preferred Attributes:

• Experience supporting GMP/GxP or other regulated environments.
• Familiarity with construction/engineering document lifecycles and transmittal processes.
• Strong interpersonal skills and a proactive, team-oriented attitude.
• Willingness to learn and grow into more responsibilities within the project.