Administration & Document Management Assistant

Administration & Document Management Assistant

Location: Edinburgh

Looking for your next opportunity in administration and document control? Join a well-established engineering consultancy and play a key role supporting major civil engineering, infrastructure and energy projects across Scotland and the UK.

We are currently recruiting for an Administrator / Document Controller to join a busy Edinburgh-based project team. This is an excellent opportunity for an organised and proactive individual who enjoys working across administration, project coordination and document management.

You will provide day-to-day administrative support to senior management and the wider civil engineering team, helping projects remain organised, on schedule and delivered to a high standard.

Key Responsibilities

Provide administrative support to Partners, Technical Directors and project teams. Manage calendars, appointments, correspondence and general project communications. Organise and maintain project files, reports, presentations, meeting minutes and other documentation. Support document control processes, ensuring information is accurately recorded, accessible and up to date. Coordinate project meetings, prepare agendas and distribute minutes and actions. Assist with project planning, schedules, deadlines and milestone tracking. Liaise with project teams, clients, stakeholders and external document control teams. Arrange travel, accommodation and transportation, including supporting journey-specific risk assessments. Assist with invoicing, expenses, budgets and general project administration. Monitor tasks and deadlines, highlighting potential issues or delays. Order supplies and equipment when required.

About You

We are looking for someone with strong organisational and communication skills who can manage multiple priorities while maintaining a high level of accuracy.

You should have:

Previous experience in administration, project administration or document control. Strong attention to detail and excellent time-management skills. Good working knowledge of Microsoft Office, including Word, Excel and PowerPoint. The ability to communicate confidently with colleagues, clients and stakeholders. A proactive approach to problem-solving and managing changing priorities. The ability to work independently as well as part of a wider team. A professional and confidential approach when handling sensitive information.

What’s on Offer

33 days annual leave including public holidays. Bonus and recognition schemes. Health plan and Employee Assistance Programme. Life insurance and contributory pension. Professional fees paid. Hybrid and flexible working opportunities. Career development and training opportunities. Exposure to high-profile engineering, infrastructure and energy projects. A collaborative environment working alongside experienced multidisciplinary engineering professionals.

If you're an organised Administrator or Document Controller looking for a role with genuine progression and the opportunity to work on exciting engineering projects, we'd love to hear from you.

Legal Information:

We act as an employment agency for permanent work and as an employment business for temporary work.

For roles in the UK, applicants must be eligible to live and work in the UK.

We value diversity and promote equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all areas of society and can discuss any reasonable adjustments to support your application