Document Controller

Description

This is an exciting opportunity to work with delivery teams supporting major projects in India and the Middle East. In this role you will be responsible for supporting a team of Project & Commercial Managers in planning and managing projects of different scales.

• Distributing documents to relevant stakeholders, ensuring timely and secure delivery.
• Maintaining accurate records of incoming and outgoing documentation.
• Working with the project manager to establish document control structures, project budget tracking, naming conventions and document filing and folder structures in line with established Work Breakdown structures and client requirements.
• Coordinating with client’s counterpart document controller.
• Communicating document status, changes, and updates to relevant stakeholders as needed.
• Ensuring that all documents are accurately labelled, categorised and stored according to established protocols
• Verifying and checking documentation prior to issue.
• Supporting teams in navigating internal Arup standards, client requirements, and programme management best practices.
• Establishing and maintaining a systematic and organised document control system.
• Leading the implementation of Design Quality Management on projects in relation to document control, including but not limited to supporting preparation of management plans, training teams for audits, collecting evidence for audits, supporting compilation of audit reports and noncompliance validation assessment processes.
• Ensuring that historical documents are properly stored and accessible when needed.
• Managing superseded documentation in accordance with project requirements (linked to client requirements).
• Leading creation of lessons learnt in consultation with various stakeholders on the project.
• Acting as a trusted resource supporting teams and projects in overall programme management.
• Uploading and downloading incoming and outgoing correspondence from Extranet Sites.
• Communicating regularly with stakeholders to understand changes to programme/deliverables.
• Maintaining a tracking system to monitor document circulation, receipt and proper identification of versions and revision history.
• Managing the creation, review, revision, approval, distribution and archiving of documents according to project requirements.
• Addressing any discrepancies or issues that arise during document review processes.
• Attending project start up and close out meetings where applicable.
• Recording and distributing documents in accordance with project procedures and AMS requirements.
• Coordinating with crossfunctional, multidisciplinary teams to compile and facilitate effective document control requirements gathering and procedures.
• Managing the internal process of collecting, reviewing & collating bid / project related information and subsequent changes to facilitate effective document control.
• Supporting the tender and delivery teams with tender submissions and project pursuits in India, Middle East and associated Focus Markets.
• Uploading project deliverables and downloading client data from client’s data exchange portals.
• Performing routine audits and checks to verify documents accuracy, consistency and completeness.

Requirements

Demonstratable evidence of.

To succeed at this, you’ll need to be detail oriented, a strong collaborator, and able to handle a fast-paced work environment. You will also contribute to the establishment and refinement of work quality, cultural initiatives and best practices to drive results as a team.

The successful candidate will be based in our Bangalore/Gurugram office supporting India and global teams.

2. Project Onboarding, Administration and Closeouts

• excellent interpersonal skills and the ability to build and maintain relationships.
• Expert knowledge of MS Office Suite and other standard applications/software programs and databases.
• Knowledge of project documentation and delivery methods
• Excellent communication skills, both written and verbal
• Pays attention to detail and is a champion for accuracy and quality; and
• Ability to support rollout of key global and local initiatives within Arup (i.e., global software or process rollouts, etc.) as a project or regional champion
• Ability to work collaboratively and adapt in a dynamic work environment
• Ability to anticipate management, stakeholder and client needs and address them proactively.
• Track record in supporting successful delivery of projects across different phases (inception to closeout)
• Selfstarter with the ability to coordinate changing priorities.
• Minimum 5+ years of experience with at least one of the current document controls software suite such as ACONEX (Oracle’s electronic document management system), Procore, Autodesk Construction Cloud (ACC), etc., and overall proficiency / ability to upskill with other document management systems and tools preferred
• Ability to anticipate management/client needs and address them proactively.
• Degree or diploma in relevant field and / or equivalent combination of education and demonstrated experience
• Ability to handle confidential assignments with tact and diplomacy.
• Comfortable working in a matrix management organisation.
• Excellent written and oral presentation skills.
• Minimum (5+) years of relevant experience working in document control, records management, or a related role in the construction industry
• Excellent interpersonal skills and the ability to build and maintain relationships.

Benefits

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We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.

We also provide Private medical insurance, Life assurance, Accident insurance and Income protection cover. In addition, you’ll have access to flexible benefits to help you look after all aspects of your wellbeing and give you the freedom and flexibility to find the best solutions for you, your family, and your individual needs.

During your career at Arup, you will have the chance to work with some of the world's most highly respected engineers and specialists. You will also get the opportunity to work on exciting and significant projects, delivering quality work that has a positive and lasting influence on the community and the environment.

Guided by our values, we provide an attractive total reward package that recognises the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.

Training + Development

Interview process

Visa Sponsorship

Security clearance