Senior Document Controller

Description

• 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
• 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 .
• 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.
• Day-to-day Distribution, Storage, and Retrieval of Drawings and Documents : Managing the flow of documents within the organisation, ensuring timely distribution, secure storage, and efficient retrieval .
• Establishing, Governing, and Auditing Issuing and Transmitting of Files: Overseeing the process of distributing files and maintaining audit trails .
• Downloading Requests for Information (RFIs), Early Warning Notices (EWNs), and Responses: Distributing relevant information to project teams .
• Identifying Documents/Drawings Requiring Comments and Notifying Teams: Monitoring comment deadlines and facilitating collaboration, and effective comment responses across the project team.
• Bring your knowledge and expertise to one of the world’s most respected consultancies.
• 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.
• Receiving Notifications, Incoming Emails, Downloading, and Communicating External Documentation : Managing external documents received through agreed channels . Ensuring timely access to project-related files.
• Participating in Project Team Meetings and Briefings: Collaborating with clients and colleagues to stay informed and aligned
• Advising on Document Numbering Systems : Providing guidance on establishing effective document numbering systems to maintain consistency and ease of reference .
• Conducting Full Project Documentation Audits: Ensuring comprehensive documentation control when joining established projects .
• 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.
• 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 .
• Creating Tracking Reports for RFIs, Comments, etc.: Generating reports to monitor project progress.
• Checking Against Drawings/Documents Listed in the MIDP/TIDP: Verifying that issued documents align with the project’s requirements and are correctly recorded.
• 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 .

Requirements

• Continuous Improvement : Enthusiasm for delivering excellent performance and identifying areas for process improvement.
• Collaboration Tools : Electronic Document Management System (EDMS), Proven experience with EDMS is crucial. This involves managing, organising, and tracking documents electronically using extranet collaboration tools, particularly, Autodesk Construction Cloud, as well as Conject, 4Projects, Asite, or Aconex.
• Metadata Awareness : Being familiar with metadata concepts is important. Metadata helps categorise and organise documents effectively.
• Records Management : Understanding records management practices ensures proper document retention and compliance.
• Multi-Project Management : Ability to work across multiple projects and prioritise tasks appropriately.
• Bachelor’s degree in a relevant field.
• Document Control Processes and Systems : Knowledge of document control processes and systems within projects is necessary . This includes understanding approval workflows and version control.
• Design and Construction Documentation : Familiarity with handling design and construction documents is essential. Understanding the context and specifics of these documents is valuable.
• Minimum 8 years of document control experience in engineering and construction.
• 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.
• Organisational Skills : Being organised and planning ahead to meet deadlines are critical for effective document control.
• Experience working on international projects.
• Fluent in English, with strong communication skills across time zones.
• Attention to Detail : Exceptional attention to detail is a must. Document controllers need to ensure accuracy and consistency in managing documents.
• Proactive Attitude : A proactive and approachable attitude when dealing with internal and external stakeholders is valuable.
• Communication Skills : Proficient English language communication, especially when interacting with senior staff members across international borders and time-zones is essential.

Benefits

• 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
• Our 5-day workweek policy supports work-life balance, ensuring you have time to relax and recharge.
• Make a difference in the world with our Share Our Skills (SOS) program, offering opportunities to support local communities and those in need globally.
• 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
• Receive entitlements to two professional memberships or subscriptions, fostering your professional network and knowledge
• 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

Training + Development

Interview process

Visa Sponsorship

Security clearance