Project Information and Administration Coordinator

We're looking for a Senior Project administrator to oversee document control and administration functions on a large new build medical facility in Edinburgh., This role is integral to the success of the project, combining comprehensive document control management with high-level administrative and project team support. The successful candidate will ensure that project documentation, quality records, and communications are effectively managed, while also providing direct support to project and site management in maintaining efficient operations and compliance with Tier 1 contractor standards.

Your day to day will include:

Information Coordinator/ Document Control:

• Coordinate and manage all project information workflows in accordance with the project's Information Management Procedures and BEP (BIM Execution Plan).
• Maintain the Common Data Environment (CDE) (Viewpoint, Morta & SharePoint) ensuring compliance with ISO 19650 naming conventions, metadata, and revision protocols.
• Support the Information Manager and Design Manager in managing design coordination meetings, tracking deliverables, and resolving document-related issues.
• Liaise with consultants, subcontractors, and clients to ensure information is exchanged and approved in line with agreed schedules via Morta.
• Assist in managing information exchange milestones, including submission of RIBA stage information and handover documentation.
• Manage and control the flow of documents and drawings (incoming/outgoing) across all project disciplines. Ensuring that all documents and models are issued, approved, and published to the correct CDE areas
• Ensure all project documentation is reviewed, approved, and distributed according to company and client procedures.
• Support project teams in document formatting, version control, and correct use of templates and naming conventions.
• Monitor and manage project transmittals for work packages on the project
• Conduct regular audits of the CDE to ensure compliance with standards and identify process improvements.
• Manage and archive project documentation in accordance with handover and retention requirements.

Project Coordination & Support:

• Work closely with the Project Manager, Design Manager, and Commercial Manager to support project documentation requirements..

• Facilitate workshops & training sessions to improve information management awareness within the project team.

• Generate reports and dashboards on document status, approval workflows, and information progress for management review. (chasing of outstanding design info/ RFI's Etc)

• Support the development and maintenance of project-specific information management procedures.

• Prepare and format site documents, reports, and presentations to a high standard.

• Maintain projects project filing system via SharePoint KC-9

• Work closely with the Project Quality Manager to ensure all documentation complies with the Quality Management System (IMS)..

Support the coordination and documentation of internal and external quality audits, ensuring evidence is prepared and actions tracked

Do you have a valid Driving Licence license?, Do you have experience in SharePoint?, * Specific demonstrable experience in an Information Coordinator/ Document Control role within the UK construction industry

• Prior experience utilising Viewpoint
• Excellent organisational, planning, and multitasking abilities.
• High attention to detail with a focus on accuracy and compliance.
• Demonstrated ability to work proactively, manage competing priorities, and support senior leadership effectively.
• Driving license

Life assurance

Kier Rewards

Additional holiday purchase opportunities

Matched pension scheme up to 7.5%

Enhanced family leave & policies

Share plan schemes

Free health & wellbeing services

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