Document Administrator and Operations Support (Energy) at Dunn & Braxton

Role Summary:

• The Operations Support and Document Administrator is responsible for supporting the coordination, control, and administration of the business, operational, project, and governance
• documentation required to maintain the business’s operational excellence framework. The role goes beyond traditional document control by combining structured document management with practical operations support, process coordination, reporting discipline, and cross-functional follow-up to improve readiness, compliance, consistency, and execution.
• The position serves as a central coordination point for controlled documents, trackers, management reports, action follow-up, and operational records, while supporting leadership and project teams with disciplined, timely, and well-organised administrative support.

Key Responsibilities:

• Establish and maintain document management systems, registers, templates, numbering structures, filing protocols, and document libraries in alignment with the business framework.
• Coordinate the preparation, review, issuance, storage, distribution, retrieval, archiving, and revision control of business, operational, project, and governance documents.
• Support the development, formatting, and controlled issue of procedures, workflows, policies, manuals, reports, presentations, and management system documentation.
• Provide day-to-day operations support through meeting coordination, action tracking, follow-up of deliverables, and maintenance of operational logs and status trackers.
• Ensure documents and records comply with company standards, client or tender requirements, and applicable regulatory or management system expectations.
• Support project teams and leadership in organising technical, commercial, operational, HSE, quality, and governance documentation for audits, tenders, mobilisation, and business operations.
• Maintain confidentiality, accuracy, traceability, and integrity of company records and support effective retrieval of documents when required.
• Prepare dashboards, trackers, summaries, and reporting packs for management review and support the timely escalation of overdue actions, documentation gaps, or workflow bottlenecks.
• Identify opportunities to improve document workflows, approval routing, and filing discipline, and administrative processes to support continuous improvement.
• Support onboarding, compliance verification, and operational readiness activities by ensuring the required records, acknowledgements, and supporting documentation are complete and current.

Required Competencies:

• Strong organisational, coordination, and administrative support capability
• Good understanding of document control principles, records management, and version control
• Ability to manage multiple priorities, deadlines, follow-up actions, and competing requests
• Strong written and verbal communication skills and confidence working across functions
• Proficiency in Microsoft Office, document management systems, and structured trackers
• High attention to detail, accuracy, and process discipline
• Understanding of project delivery, governance, and operational support environments
• Professionalism, discretion, and the ability to manage sensitive or confidential information

Qualifications and Experience:

• Experience in document control, office administration, project coordination, operations support, or management systems administration
• Experience supporting projects or business operations in oil and gas, construction, infrastructure, renewable energy, or industrial environments is advantageous
• Familiarity with ISO management systems, operational governance frameworks, and controlled document practices is beneficial
• Knowledge of project documentation workflows, SharePoint or similar repositories, registers, and reporting systems is preferred

Performance Indicators / Outcomes:

• Controlled documents, registers, and trackers are maintained accurately, and current versions are clearly identifiable and accessible.
• Document reviews, updates, and issuance activities are completed within agreed timelines and with minimal rework or version errors.
• Operational action logs, meeting records, and management trackers are kept current and support clear ownership, due dates, and close-out discipline.
• Audit, tender, onboarding, project, and governance documentation packages are organised, retrievable, and ready for submission or review when required.
• Management reporting support is delivered on time, with accurate data, consistent formatting, and reliable version control.
• Administrative coordination improves follow-up, execution discipline, and early escalation of overdue actions, document gaps, or workflow bottlenecks.