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Virtual assistant specialising in document control management
Natalie Taylor
,
St Helens, United Kingdom
Experience
Other titles
Skills
I'm offering
Freelance virtual assistant specialising in document control. I have 17 years experience working in a wide range of administrative and document control roles across a variety of sectors including nuclear, construction, rail and highways. I am confident using online collaboration tools and have used an array of different softwares. I enjoy QA and prof reading and have a keen eye for detail. I am a flexible worker and can provide assistance from simple admin tasks to customer service as well as database management. I am also currently studying a digital illustration diploma with the London Art College.
Markets
United Kingdom
Industries
Language
English
Fluently
Ready for
Larger project
Ongoing relation / part-time
Full time contractor
Available
My experience
2019 - 2020
freelance
Freelance/Sole Trader - Virtual Assistant
Remote Site Solutions.
Brief Outline of Main Duties:
• Working remotely from home office
• Set up a document control system for SASOL T3 project documentation
• Created a document numbering convention following BS1192
• Created a filing and information sharing workflow using Dropbox
• Gather information to create reports for Project Manager meetings
• Created document templates
• Set up document trackers
• Responding to emails from contractors
NT
08/03/18 • Ad-hoc administrative tasks
• Working remotely from home office
• Set up a document control system for SASOL T3 project documentation
• Created a document numbering convention following BS1192
• Created a filing and information sharing workflow using Dropbox
• Gather information to create reports for Project Manager meetings
• Created document templates
• Set up document trackers
• Responding to emails from contractors
NT
08/03/18 • Ad-hoc administrative tasks
Project Manager, Workflow, Office, Manager, UP, Dropbox
2019 - 2019
temp
Document Controller
Alstom UK Ltd.
(contract position)
Brief Outline of Main Duties:
• QA check documents and drawings received by design engineer contractors
• Upload documents and drawings for distribution to the wider team for approval via Projectwise
• Creation of trackers using Excel
• Run reports and collate information for board meetings
• Remote office/home working
• Responding to email enquires
• Ad-hoc administrative duties
Brief Outline of Main Duties:
• QA check documents and drawings received by design engineer contractors
• Upload documents and drawings for distribution to the wider team for approval via Projectwise
• Creation of trackers using Excel
• Run reports and collate information for board meetings
• Remote office/home working
• Responding to email enquires
• Ad-hoc administrative duties
Design, Excel, QA, Office
2018 - 2019
job
Document Controller - The Lexington Site Liverpool
BCEGI UK LTD.
Brief Outline of Main Duties:
• Document controller for The Lexington site office
• Control documents and drawings uploaded by Sub contractors via Asite (QA check/reject)
• Upload documents and drawings and distribute to the wider team
• Run reports and collate information
• Chase overdue actions via Asite
• Create and maintain trackers using Excel
• Issue of Construction drawings to site and design teams
• Set up new users on Asite and organise training
• Transfer hand written drawing markups to Asite using the markup tools
• Print and file site copies of documents and drawing
• Document controller for The Lexington site office
• Control documents and drawings uploaded by Sub contractors via Asite (QA check/reject)
• Upload documents and drawings and distribute to the wider team
• Run reports and collate information
• Chase overdue actions via Asite
• Create and maintain trackers using Excel
• Issue of Construction drawings to site and design teams
• Set up new users on Asite and organise training
• Transfer hand written drawing markups to Asite using the markup tools
• Print and file site copies of documents and drawing
Design, Excel, Training, Print, QA, Office, UP
2017 - 2018
job
Document controller
Laing O'Rourke.
Brief Outline of Main Duties:
• Document controller for Design teams 2 & 3
• Create and implement new procedures
• Control documents and drawings uploaded by Sub contractors via Asite (QA check/reject)
• Upload documents and drawings and distribute to the wider team
• Run reports and collate information
• Chase overdue actions via Asite
• Create and maintain trackers using Excel
• Issue of Subcontractor uploads via Projectwise to the design team
• Issue of Construction drawings to site and design teams
• Set up new users on Asite and organise training
• Liaise with subcontractors and LiMA Project Managers
• Arrange prints of drawings to be sent to site teams
• Attend peer group meetings at various locations
• Attend relevant training courses as needed
NT
08/03/18 • Write and update procedures accordingly and distribute to wider team
• Document controller for Design teams 2 & 3
• Create and implement new procedures
• Control documents and drawings uploaded by Sub contractors via Asite (QA check/reject)
• Upload documents and drawings and distribute to the wider team
• Run reports and collate information
• Chase overdue actions via Asite
• Create and maintain trackers using Excel
• Issue of Subcontractor uploads via Projectwise to the design team
• Issue of Construction drawings to site and design teams
• Set up new users on Asite and organise training
• Liaise with subcontractors and LiMA Project Managers
• Arrange prints of drawings to be sent to site teams
• Attend peer group meetings at various locations
• Attend relevant training courses as needed
NT
08/03/18 • Write and update procedures accordingly and distribute to wider team
Design, Excel, Training, QA, UP
2006 - 2018
job
Receptionist
Stationery Box Ltd.
Providing an efficient and welcoming service to internal and external visitors, ensuring all
guests are greeted immediately, correct security procedures are followed and the relevant
persons notified
• Offered refreshments to guests
• Answering all reception telephone calls swiftly and diverted to the relevant persons or
department, message taking.
• Dealing with all incoming and outgoing messages, faxes and post accurately and within
relevant time scales
• Responsible for weighing, stamping and calculating postage correctly ready for collection at the nominated time
• Organising courier services for larger parcels
• Maintaining the Meeting room diary
• Dealing with other ad-hoc administrative duties, including photocopying, shredding, binding,
laminating, typing letters
guests are greeted immediately, correct security procedures are followed and the relevant
persons notified
• Offered refreshments to guests
• Answering all reception telephone calls swiftly and diverted to the relevant persons or
department, message taking.
• Dealing with all incoming and outgoing messages, faxes and post accurately and within
relevant time scales
• Responsible for weighing, stamping and calculating postage correctly ready for collection at the nominated time
• Organising courier services for larger parcels
• Maintaining the Meeting room diary
• Dealing with other ad-hoc administrative duties, including photocopying, shredding, binding,
laminating, typing letters
Receptionist, Service, Security, Reception
2017 - 2017
temp
Document Controller
unknown.
(Temporary)
Brief outline of Main Duties:
• Control of all documents and drawings received electronically using SharePoint.
• Printing and filing of Construction issue drawings
• Maintain document registers
• Issue drawings/documents to site for construction
• Scanning and other ad-hoc document control duties
Brief outline of Main Duties:
• Control of all documents and drawings received electronically using SharePoint.
• Printing and filing of Construction issue drawings
• Maintain document registers
• Issue drawings/documents to site for construction
• Scanning and other ad-hoc document control duties
SharePoint
2015 - 2016
job
Document Controller for the Main Bridge
FCC Construction.
Merseylink CJV
Brief outline of Main Duties:
• Control of all documents received whether by hand, post or electronically
• Scanning, printing and distribution of all incoming documents
• Creating and management of project filing structure and all associated registers
• Management of information on the project defined document management system
• Ensuring all documents used on site are the current version of the document
• Following the defined business process for documentation
• Ensuring that "Change Control" is implemented and followed
• Producing specific reports on documents for the client
• Producing ad-hoc reports as required
• Produce "Hand Over" or "Operation and Maintenance" documents as required
• Co-ordinate document control function on Conject and on project data system drive
• Updating documentation trackers
Brief outline of Main Duties:
• Control of all documents received whether by hand, post or electronically
• Scanning, printing and distribution of all incoming documents
• Creating and management of project filing structure and all associated registers
• Management of information on the project defined document management system
• Ensuring all documents used on site are the current version of the document
• Following the defined business process for documentation
• Ensuring that "Change Control" is implemented and followed
• Producing specific reports on documents for the client
• Producing ad-hoc reports as required
• Produce "Hand Over" or "Operation and Maintenance" documents as required
• Co-ordinate document control function on Conject and on project data system drive
• Updating documentation trackers
Management
2014 - 2014
job
Document Controller - Property, Transportation and Strategic Consultancy Division
MOTT MACDONALD GROUP.
Brief outline of main responsibilities:
• Support the project engineers, managers and client document control staff with document
control services
• Use data collaboration systems (4Projects and Projectwise) to upload approved documents
and drawings
• Collate documents and drawings for packages to be issued to authorities for approval
• Use documentation trackers to create auditable trails for project documents and drawings
• Check documents and drawings comply with current procedures
• General archiving and electronic filing of documents and drawings using shared drives and internet based collaborative systems
• Issue document numbers to documents
NT
• Support the project engineers, managers and client document control staff with document
control services
• Use data collaboration systems (4Projects and Projectwise) to upload approved documents
and drawings
• Collate documents and drawings for packages to be issued to authorities for approval
• Use documentation trackers to create auditable trails for project documents and drawings
• Check documents and drawings comply with current procedures
• General archiving and electronic filing of documents and drawings using shared drives and internet based collaborative systems
• Issue document numbers to documents
NT
Support, Internet
2008 - 2013
job
Project Document Controller
Iron Mountain UK Ltd.
Brief outline of main responsibilities:
• Support the project managers, engineering managers and engineers in all aspects of document control and relevant procedures
• Handling of sensitive documents and drawings in line with current security classification,
quality procedures
• Prioritising workload to meet deadlines and Key Performance Indicators (KPIs)
• Ensure I am following all current legislations with regards to sensitive information in accordance with the clients requirements
• Good knowledge of the document control systems (icePAC and Cimage)
• Participate in any health and safety and refresher training courses as required
• Liaising with both the client and subcontractors
• Maintaining filing systems with the company filing structures, using both Linkworks and shared drives.
• Preparing original documentation for archive.
• Searching and retrieving historic records at the request of the project personnel.
• Support the project managers, engineering managers and engineers in all aspects of document control and relevant procedures
• Handling of sensitive documents and drawings in line with current security classification,
quality procedures
• Prioritising workload to meet deadlines and Key Performance Indicators (KPIs)
• Ensure I am following all current legislations with regards to sensitive information in accordance with the clients requirements
• Good knowledge of the document control systems (icePAC and Cimage)
• Participate in any health and safety and refresher training courses as required
• Liaising with both the client and subcontractors
• Maintaining filing systems with the company filing structures, using both Linkworks and shared drives.
• Preparing original documentation for archive.
• Searching and retrieving historic records at the request of the project personnel.
Training, Engineering, Security, Support, Safety, Health
2007 - 2008
job
Regional Administrator
Lloyds Pharmacy.
• Providing essential administrative support to area managers
• Communicating with managers, pharmacists and staff at all levels
• Answering the telephone and dealing with enquiries
• Chasing and collating information and figures via the telephone, fax, post and email.
• Open post and distribute accordingly, co-ordinate outgoing post and processing, forwarding
and responding to emails.
• Processing and logging invoices and expenses
• Some data analysis, providing statistics and summaries to area managers
• Assisting with arrangements of meetings, refreshments, booking hotels
• Ensuring deadlines are met
• Maintaining paper based and computer based filing systems
• Petty cash and all other ad-hoc administrative duties
• Communicating with managers, pharmacists and staff at all levels
• Answering the telephone and dealing with enquiries
• Chasing and collating information and figures via the telephone, fax, post and email.
• Open post and distribute accordingly, co-ordinate outgoing post and processing, forwarding
and responding to emails.
• Processing and logging invoices and expenses
• Some data analysis, providing statistics and summaries to area managers
• Assisting with arrangements of meetings, refreshments, booking hotels
• Ensuring deadlines are met
• Maintaining paper based and computer based filing systems
• Petty cash and all other ad-hoc administrative duties
Data Analysis, SoMe, Statistics, Support, Administrator, Booking, Processing
2003 - 2005
job
Systems Administrator/Administration Assistant
Entwistle and Joynt Ltd.
• Providing support for the sales department, accounts department and stock maintenance;
• Answering internal and external telephone calls, dealt with customer enquiries,
communicated
• with suppliers
• Filing purchase orders and sales invoices, faxing copy invoices
• Dealing with petty cash and co-ordinating mail service
• Responsible for the in house computer system and controlling of stock numbers, pricing and
• creating stock lines
• Investigating any discrepancies on purchase invoices and amending if required
• Communicating with managerial staff and other staff members as required
NT
08/03/18
• Answering internal and external telephone calls, dealt with customer enquiries,
communicated
• with suppliers
• Filing purchase orders and sales invoices, faxing copy invoices
• Dealing with petty cash and co-ordinating mail service
• Responsible for the in house computer system and controlling of stock numbers, pricing and
• creating stock lines
• Investigating any discrepancies on purchase invoices and amending if required
• Communicating with managerial staff and other staff members as required
NT
08/03/18
Administration, Controlling, Sales, Service, Support, Administrator
My education
?
-
2004
City AND Guilds
Secondary, Business Administration Level 2
Secondary, Business Administration Level 2
?
-
2004
City AND Guilds Foundation Modern Apprenticeship in Business Administration
N/a, Information Technology
N/a, Information Technology
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