Role Overview
We are seeking an organised and detail-oriented Document Controller & Operations Administrator to support our electrical projects across Norway and Sweden.
This is a remote-based position supporting both project delivery teams and the company’s Internal Operations Team. The role will initially have a strong focus on document control and project handover requirements for Data centre projects at Porsgrunn, Norway, particularly the management and collation of busbar installation records, torque records, electrical test documentation and quality assurance records.
The successful candidate will be responsible for ensuring that project documentation is accurately completed, recorded, uploaded and maintained within the relevant Quality Management System (QMS), SharePoint and project document management platforms. This will involve regular communication and coordination with site management, supervisors, engineers and quality personnel based across Norway and Sweden.
In addition to project document control responsibilities, the role will provide administrative support to the company’s Internal Operations Team across employee mobilisation, logistics, travel, accommodation, project compliance and regulatory requirements associated with operating in Norway and Sweden.
The position requires a highly organised and proactive individual who is comfortable managing a high volume of technical, quality and compliance documentation while supporting multiple international projects remotely.
Key ResponsibilitiesDocument Control and Project Handover
- Provide remote document control support to electrical projects across Norway and Sweden.
- Support the preparation, collation and submission of busbar installation and project handover documentation for the Norway project.
- Collect, review and accurately record busbar torque records received from site management and installation teams.
- Monitor project documentation to identify missing, incomplete or outstanding records and follow up with the relevant site personnel.
- Ensure torque records are complete, traceable and correctly linked to the applicable installation areas, systems or work packages.
- Input and maintain project quality information within the applicable Quality Management System (QMS).
- Upload completed test sheets, inspection records, torque records and supporting documentation to SharePoint and other applicable project systems.
- Maintain accurate electronic filing structures and ensure all documents are correctly named, categorised and stored.
- Maintain document registers and trackers to monitor submissions, approvals, revisions and outstanding actions.
- Assist with the preparation and compilation of project handover packs.
- Support the collation and close-out of quality assurance and quality control documentation.
- Coordinate remotely with project managers, supervisors, engineers, quality personnel and site teams to obtain required records and information.
- Ensure project documentation is completed and submitted in accordance with agreed deadlines and client requirements.
- Maintain document revision control and ensure current and approved documentation is available to relevant project personnel.
- Support client document submissions and respond to document-related queries where required.
Internal Operations and Project Administration
- Provide remote Adhoc administrative support to the Internal Operations Team across projects in Norway and Sweden.
- Liaise with employees, site management, external providers and internal departments to obtain required information and documentation.
- Support general project administration, reporting, data entry and document management.
- Assist with the preparation of internal operational reports and project updates.
- Provide additional administrative support to the Internal Operations Team as required.
Skills and Personal Attributes
The successful candidate should demonstrate:
- Excellent organisational and time-management skills.
- Strong attention to detail and a high level of accuracy.
- Clear and professional written and verbal communication skills.
- The ability to communicate effectively with site teams, project managers, engineers and internal departments.
- A proactive approach to following up on missing documentation and outstanding actions.
- The ability to prioritise tasks and manage multiple deadlines across projects in Norway and Sweden.
- Strong administrative and data-entry skills.
- Confidence using Microsoft Office, SharePoint and document-management systems.
- The ability to work independently in a remote-based role.
- A collaborative approach and the ability to work effectively as part of a wider team.
- Reliability, discretion and the ability to handle confidential employee and company information.
- A willingness to support colleagues and contribute to the overall success of the Internal Operations and project teams.
- Flexibility and adaptability in a fast-paced project environment
Pay: €27,000.00-€40,000.00 per year
Work Location: Remote
