Remote Administration & Document Controller

Description

Bluebeam Technical Services is searching for a skilled Remote Administration & Document Controller with at least five years of experience and Master in computer related / MBA to join and lead a team of five professionals. This role focuses on managing, organizing, and controlling a wide range of documents and administrative processes remotely. The ideal candidate excels in using document management systems, Microsoft Office tools, and version control techniques to ensure that all project and supplier-related documentation is maintained accurately and efficiently. As a team leader, this position demands strong coordination skills to oversee daily administrative tasks and guide team members toward achieving organizational objectives. In this role, you are responsible for preparing quotations based on technical input, maintaining registers for quotations and projects, and handling purchase orders and delivery documents. You ensure that all client and supplier documentation is systematically organized and tracked for timely approval. The role requires vigilant monitoring of project folders, invoice organization, record keeping, and generating reports to keep management informed of progress. Your ability to enforce filing procedures aligned with Bluebeam’s standards contributes significantly to maintaining a streamlined documentation environment essential for operational success.

Responsibilities

• Prepare and organize quotations accurately using data provided by the technical team.
• Format documents, letters, and reports to meet company standards and specific project needs.
• Maintain and update registers for quotations and ongoing projects to ensure data accuracy.
• Prepare purchase orders and associated delivery documentation with attention to detail.
• Organize and maintain client and supplier documentation for easy access and compliance.
• Manage invoice filing and maintain all supporting documentation systematically.
• Oversee project folders and apply document numbering protocols consistently.
• Track pending documents and approvals to prevent delays in project workflows.
• Develop and submit daily and weekly administrative reports that reflect current status and issues.
• Create and maintain Excel-based trackers for monitoring various administrative processes and document flow.
• Follow up with site engineers and supervisors to collect all required paperwork in a timely manner.
• Prepare professional emails and correspondence for management review and approval.
• Maintain organized records of employee and administrative documentation securely.
• Perform scanning, renaming, and filing of documents according to established digital and physical filing protocols.
• Ensure compliance with Bluebeam’s filing procedures, maintaining quality and integrity in document control processes.
• Lead a team of five members, providing guidance, support, and training to optimize productivity and professional development.

Experience

5 Years

Apply By

Nov 5, 2026

Required Skills

• Document Management Systems
• Version Control
• Record Keeping
• File Organization
• Workflow Automation
• Microsoft Office Suite
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Team Leadership
• Communication
• Time management
• Attention to detail
• Organizational Skills