Position Title:Document Controller

Grade:Senior Administrator (Ricardo Grade B)

Status:Permanent/full time

Department:Ricardo Rail UK

Location:London

Reporting to:Team Leader

Reference No:

Ricardo PLC

Ricardo is a global strategic, technical and environmental consultancy and specialist niche manufacturer of high performance products. We also provide independent assurance services in the rail sector. With a century of delivering excellence and innovation, we employ over2,500 professional engineers, consultants and scientists world-wide.

Our activities cover a range of market sectors including passenger car, commercial vehicle, rail, defence, motorsport, motorcycle, off-highway, marine, clean energy and power generation.

Our client list includes the world’s major transportation original equipment manufacturers, supply chain organisations, energy companies, financial institutions and government agencies.

Guided by our corporate values of respect, integrity, innovation and passion we enable our customers to achieve sustainable growth and commercial success.

Ricardo Rail

Ricardo Rail is a global multi-disciplinary rail consultancy providing services in expert advice and independent assurance across the UK, Europe, Middle East and Asia where we employ c500 consultants working on rolling stock, infrastructure and independent assurance projects.

Our UK Rail business employs c120 consultants in offices in London, Preston, York, Bristol and Derby, which is our head office.

We provide consultancy and independent assurance services across infrastructure and rolling stock to clients including infrastructure managers, train manufacturers, equipment manufacturers, operators and maintainers. Our work also extends to other transportation industries such as aviation, light rail and buses.

Our shared goal is to be the natural choice provider of expert advice and independent assurance services to the global rail industry. Care, integrity and excellence will always drive our long-term relationships with clients and colleagues.

Due to continued growth we are now looking to strengthen our London based team to support the delivery of existing and new projects.

Job Summary

We are seeking an experienced document controller to work within one of our major project teams in providing support including devising the required procedures, with autonomy over workload to meet the needs of a large Assurance project.

Undertake a wide range of complex administrative activities and resolve complex queries. The role will be based in Ricardo Rail’s London office and client’s offices in the London area, there will be a need for interface with the client on occasions and when other members of the team are out of the office.

Accountability / Key Responsibilities

Identify and suggest improvements to administration processes and procedures. Prepare project specific processes and assist the Project Manager with the implementation of new administrative processes and procedures within the team.
Undertake the documentation management contractual requirements of the contract, specifically the control , referencing, issuance and tracking of all project documentation using the client’s eB system within the client’s premises.
Create financial spreadsheets using excel that encompasses the Project’s man-power budget across all disciplines and for the duration of the project. Provide management information from these spreadsheets by analysis of data trends.
Monitor and analyse the man power expended each period so as to provide management information to the project manager regarding adherence to manpower budgets agreed with the client. Prepare exception reports.
(In addition to eB) Maintain the Project’s (Ricardo Rail’s) documentation and filing system.
Be the office manager and daily first point of contact towards the client within the client’s offices for administrative matters. In the absence of the PM be the first point of contact towards the client organisation for all matter raised by the client. Build relationships with the client’s team and other external contractors.
Conduct all activities in line with internal procedures, contractual requirements, cost structures and budget constraints.

Experience in the following areas is essential

Essential: able to use Word, Excel, Power point to a good level of proficiency not requiring assistance from anyone else. (as often there is no one else in the office). Includes production of graphs.
Ability to operate (after brief training) the client’s eB documentation management system.
Familiar with office and documentation systems and requirements.
Excellent oral and written communication skills, including the ability to communicate with many audiences.
Versatile and adaptable, able to operate under pressure.