Job Advert
Join our dedicated team and play a vital role in driving successful project delivery by ensuring efficient documentation
management, regulatory compliance, and seamless communication.
We are seeking a proactive Administrator / Document Controller to provide essential support to HMS project delivery teams, enhance
the use of Procore, and maintain the integrity of construction documentation.
This role is based across Liverpool, St Helens, and Warrington.
Responsibilities:
* Manage the control, organisation, distribution, and filing of all project documentation, including contracts, RFIs (Requests
for Information), submittals, drawings, reports, and meeting minutes.
* Ensure timely and structured filing of documents using Procore.
* Maintain accurate version control and document revision tracking to uphold a comprehensive project record.
* Implement robust document control procedures to track and record stakeholder approvals.
* Control document distribution across internal teams and external partners.
* Ensure all stakeholders are consistently updated with the latest project information by distributing and tracking RFIs,
submittals, and drawings.
* Verify compliance of all documentation with regulatory requirements, project specifications, and quality standards.
* Conduct audits of document management processes to ensure accuracy, consistency, and proper archival of historical records.
* Serve as the lead administrator for Procore, managing configuration, user permissions, and system setup.
* Maintain and refine project templates, workflows, and platform tools to optimise efficiency.
* Provide onboarding, training, and ongoing Procore support for project teams, subcontractors, and stakeholders.
* Act as the primary point of contact for troubleshooting Procore-related issues and resolving them promptly.
* Generate and distribute performance reports from Procore to enhance project outcomes.
* Act as the central contact for all drawing and document control matters.
* Record and retain project information within HMS’s central document management systems.
* Support project planning by assisting teams in the early stages of projects.
* Compile and deliver comprehensive O&M manuals during project handovers.
* Collaborate with site teams to identify and implement cost-saving measures.
* Apply commercial awareness to promote best practices and drive optimal financial results.
* Prepare and deliver periodic written reports for managers and directors, summarising trends and key activities.
* Attend meetings, take minutes, and distribute action points to relevant stakeholders.
Skills & Experience:
* A commitment to professional development.
* Strong data management skills with Microsoft Office applications.
* Experience with Power BI and data visualisation tools.
* Proficiency in document control and project administration.
* Familiarity with Procore or similar construction management platforms.
* Experience in a construction or maintenance contracting environment.
* Advanced technical, numerical, and analytical abilities.
* Detail-oriented with excellent organisational skills.
* Ability to create insightful operational reports.
* A valid UK or EU driving license.
Interview Process:
* Candidates will undergo in-person interviews, consisting of a competency-based questions.
Additional Information:
Each successful applicant will be required to complete the following pre-employment checks prior to a start date being agreed:
* Right to work verification
* Qualification certificate check
* 2x Completed references
* OH Health Questionnaire – Fit For Work
* DBS check (if required for role)
Please note, we reserve the right to close this advert early if we receive a sufficient number of applications.