Administrative & Document Control Coordinator

Administrative & Document Control Coordinator

Salary: £14.50 per hour
Hours: Monday to Friday, 9:00am - 5:30pm
Contract: Temporary to Permanent Opportunity

About the Role

Our client, a well established and growing architectural practice, is seeking a highly organised and proactive Administrative & Document Control Coordinator to play a key role in supporting the smooth running of the business.

This is far more than a traditional administration position. You will become the central point for document control, project administration and process improvement, ensuring information is managed efficiently and accurately across multiple live projects.

Alongside day to day administration, you will have the opportunity to review existing processes, identify areas for improvement and develop intelligent Excel based systems that enhance efficiency, reduce manual input and improve reporting capabilities across the business.

This is an excellent opportunity for an organised problem-solver who enjoys taking ownership, improving processes and making a genuine impact.

Key Responsibilities

• Managing incoming calls and general business enquiries.


• Maintaining project registers and document tracking systems.


• Uploading and downloading architectural drawings via client portals and cloud-based platforms.


• Controlling document versions and ensuring accurate project records are maintained.


• Converting, saving and organising drawing files and PDF documentation.


• Providing administrative support across multiple live projects.


• Developing and enhancing Excel-based tracking systems and reporting tools.


• Creating automated spreadsheets, linked worksheets and project dashboards.


• Streamlining existing processes to improve efficiency and reduce administrative workload.


• Supporting Directors and project teams with operational administration.


• Learning basic AutoCAD functions to access and manage project drawings.

Advanced Excel Skills Essential

Excel expertise is a fundamental requirement for this role.

The successful candidate will have the ability to:

• Create sophisticated Excel trackers and databases from scratch.


• Build linked spreadsheets that automatically pull information from multiple sources.


• Develop formulas, lookups and automated processes to minimise manual data entry.


• Create intelligent reporting systems that enable efficient project management.


• Analyse existing workflows and identify opportunities for improvement.


• Produce accurate, professional and highly efficient management reports.

About You

To be successful in this role, you will have:

• Strong administration experience.


• Advanced Microsoft Excel skills.


• Experience improving business processes and systems.


• Excellent attention to detail.


• A proactive and solutions focused approach.


• Strong organisational and time management skills.


• The ability to work independently and manage competing priorities.


• Excellent communication skills and a professional telephone manner.

Ideal Candidate

We are looking for someone who doesn't simply use spreadsheets but genuinely enjoys creating smarter ways of working. You will be capable of understanding how information flows across projects, building robust Excel based systems from the ground up and simplifying complex administrative processes through automation and intelligent reporting. You will naturally identify inefficiencies, take ownership of solutions and continuously look for ways to improve accuracy, visibility and productivity across the business.

If you are a highly organised administrator with advanced Excel skills and a passion for process improvement, we would love to hear from you.

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