Document Control Administrator

Document Control Administrator

Company Overview:

This company is a partnership between a global pharmaceutical giant and a top-tier facilities management expert. Together, they enhance operational efficiency, driving the site to the cutting edge of pharmaceutical innovation while maintaining rigorous facility standards.

About the Job:

The Document Control Administrator will manage and maintain various documentation processes essential for project and site teams. The role involves handling purchase orders, managing documents through internal systems, and supporting the team with administrative tasks to ensure smooth project workflows. This is a temporary position covering maternity leave for 9 months, and we are looking for someone who can start immediately.

Key Responsibilities:

1. Handle purchase orders for the site team, including specific projects.
2. Raise tickets in the Quality Intake Tracker for routing Standard Operating Procedures (SOPs), Standard Work Instructions (SWIs), and manage workflows and approvals through internal systems.
3. Upload documents in internal systems for necessary approvals.
4. Manage Environmental, Health, and Safety (EHS) events and action plans on the internal platform for both project and site teams.
5. Oversee document management on the Project Information Management System (PIMS) for the project team.
6. Send pre-alerts for visitor passes to the main site and compound.
7. Provide access to internal systems including document management and SharePoint.
8. Organise IT equipment, Personal Protective Equipment (PPE), and entry passes for new starters.
9. Raise electronic log requests and archive project documents in the main site document storage.
10. Perform ad-hoc activities for the project team as required.

Experience:

• Minimum 3 years of administration experience; document control experience is highly desirable.
• Proficient with MS Office (Word, Excel).
• Previous knowledge of SharePoint or CRM experience would be an advantage.
• Ability to work under pressure.
• Organised, diligent, with excellent attention to detail.
• Previous experience working in the pharmaceutical industry would be desirable.

Ideal Candidate Profile:

• Document Management Systems: Minimum 2 years of experience using document management systems.
• EHS Event Management Platforms: At least 1 year of experience with EHS event management platforms.
• Organisational Skills: Proven ability to manage and prioritise multiple tasks efficiently in a fast-paced environment.
• Attention to Detail: Demonstrated meticulous attention to detail in previous roles, evidenced by error-free work and high-quality standards.
• Communication Skills: Excellent written and verbal communication skills with a minimum of 2 years of experience coordinating with various stakeholders.
• IT Equipment Management: At least 1 year of experience managing IT equipment and access control processes.

Reasons to Apply:

• Opportunity to work in a dynamic, hybrid environment.
• Engage with cutting-edge pharmaceutical projects.
• Gain valuable experience in document and project management.
• Contribute to a company at the forefront of pharmaceutical innovation.

Application Process:

Interested candidates should submit their CV and a brief cover letter outlining their suitability for the role. Please answer the following Yes/No questions in your cover letter:

1. Do you have a minimum of 3 years of administration experience?
2. Have you worked with document management systems for at least 2 years?
3. Are you immediately available to start?

We look forward to discovering how you can contribute to our team’s success.