Document Controller

Description

• Project-Level Implementation of Document Numbering Systems, Revisions, and Status Protocols: Implementing and maintaining document control processes specific to each project, including version control and status tracking.
• Development and day-to-day leadership of a growing Document Control delivery group: Working on projects for the UK based Projects team under supervision of Document Control & Information Management team leaders.
• Receiving Notifications, Incoming Emails, Downloading, and Communicating External Documentation: Managing external documents received through agreed channels. Ensuring timely access to project-related files.
• Providing In-House Awareness Training on Common Data Environment (CDE) Sites: Assisting team members with navigating and using platforms like Conject, 4Projects, Aconex, and Asite.
• Co-Authoring and Maintaining Agreed Internal and External Distribution Lists / Workflow Groups: Collaborating with relevant stakeholders to create and manage distribution lists for documents and drawings within the CDE sites.
• Quality Assurance & Control (QA/QC) Checks on Documents and Drawings: Ensuring the accuracy, completeness, and compliance of documents through systematic reviews.
• Project-Level Implementation and management of Master and Task Information Delivery Plans: Liaising with client and delivery teams to ensure MIDP/TIDP template is kept up to date and the correct information is inputted, managing the quality of the data and preparing, checking and issuing the MIDPs at appropriate milestones.
• Identifying Documents/Drawings Requiring Comments and Notifying Teams: Monitoring comment deadlines and facilitating collaboration, and effective comment responses across the project team.
• Creating Tracking Reports for RFIs, Comments, etc.: Generating reports to monitor project progress.
• Conducting Full Project Documentation Audits: Ensuring comprehensive documentation control when joining established projects.
• Engage with our vibrant community through the Young Employees Forum, Diversity and Inclusion Forum, and BH Women's Network, fostering a supportive and diverse workplace culture
• Common Data Environment (CDE) management and oversight: Management and control of project CDEs including Autodesk Construction Cloud, setting up and day-to-day maintenance of project CDE’s for both internal projects and multi-stakeholder/client facing projects.
• Establishing, Governing, and Auditing Issuing and Transmitting of Files: Overseeing the process of distributing files and maintaining audit trails.
• Checking Against Drawings/Documents Listed in the MIDP/TIDP: Verifying that issued documents align with the project’s requirements and are correctly recorded.
• Advising on Document Numbering Systems: Providing guidance on establishing effective document numbering systems to maintain consistency and ease of reference.
• Participating in Project Team Meetings and Briefings: Collaborating with clients and colleagues to stay informed and aligned
• Downloading Requests for Information (RFIs), Early Warning Notices (EWNs), and Responses: Distributing relevant information to project teams.
• Day-to-day Distribution, Storage, and Retrieval of Drawings and Documents: Managing the flow of documents within the organization, ensuring timely distribution, secure storage, and efficient retrieval.

Requirements

• Continuous Improvement: Enthusiasm for delivering excellent performance and identifying areas for process improvement.
• Attention to Detail: Exceptional attention to detail is a must. Document controllers need to ensure accuracy and consistency in managing documents.
• Multi-Project Management: Ability to work across multiple projects and prioritize tasks appropriately.
• Organizational Skills: Being organized and planning ahead to meet deadlines are critical for effective document control.
• Collaboration Tools: Electronic Document Management System (EDMS), Proven experience with EDMS is crucial. This involves managing, organizing, and tracking documents electronically using extranet collaboration tools, particularly, Autodesk Construction Cloud, as well as Conject, 4Projects, Asite, or Aconex.
• Experience working on international projects.
• Design and Construction Documentation: Familiarity with handling design and construction documents is essential. Understanding the context and specifics of these documents is valuable.
• Proactive Attitude: A proactive and approachable attitude when dealing with internal and external stakeholders is valuable.
• Metadata Awareness: Being familiar with metadata concepts is important. Metadata helps categorize and organize documents effectively.
• Document Control Processes and Systems: Knowledge of document control processes and systems within projects is necessary. This includes understanding approval workflows and version control.
• Minimum 3 - 5 years of document control experience in engineering and construction.
• Communication Skills: Proficient English language communication, especially when interacting with senior staff members across international borders and time-zones is essential.
• Bachelor’s degree in a relevant field.
• Fluent in English, with strong communication skills across time zones.
• Document Management Systems (DMS): Microsoft Office: Advanced skills in Microsoft Office, especially Excel, are valuable. SharePoint: Proficiency in SharePoint, a web-based collaboration platform, is crucial for managing, storing, and collaborating on documents1.
• Records Management: Understanding records management practices ensures proper document retention and compliance.

Benefits

• Make a difference in the world with our Share Our Skills (SOS) program, offering opportunities to support local communities and those in need globally.
• Our 5-day workweek policy supports work-life balance, ensuring you have time to relax and recharge.
• A strong commitment to your continuous development. Whatever stage in your career, we have a learning and development programme that will enable and empower you
• Back to Work Program for Women - Swam Siddha - We're committed to empowering women, facilitating seamless re-entry into the workforce through our dedicated program
• Competitive salary and benefits package including Annual Discretionary Bonus, Comprehensive Health Insurance Scheme for both you and your family, Group Personal Accident Cover
• A commitment to your wellbeing through a comprehensive Employee Assistance Programme (EAP) and wellness initiatives designed to support your mental and physical health
• Benefit from our Employee Referral Bonus, rewarding you for bringing talented candidates into our fold

Training + Development

Interview process

Visa Sponsorship

Security clearance