Document Controller
Posted 3 hours ago by UI Social Infrastructure Limited
To be responsible for the flow of project documentation and administration of the document management system. To manage and control documentation reliability for security, revision control, availability, accuracy, and auditability to ensure compliance with the organisations management processes, quality assurance and ISO requirements. To provide administrative support to the Design department in the planning, coordination and design functions as required on projects from tender to completion.
Document Control Duties- Quality assurance of project documentation and ensure all information is compliant with company naming conventions and document control protocols
- Maintain project documentation and ensure accurate information is distributed throughout the organisation, 3rd party designers and various consultants, via the document management system
- Work closely with Design Managers and Coordinators to facilitate full transparency and accountability, to maintain a Golden Thread of information through the document management system
- Liaise with all parties including clients, design teams and subcontractors effectively to resolve any document and management system related issues
- Produce and compile project specific audit reports for the teams on a weekly and monthly basis
- Organise and undertake regular job specific training and refresher sessions for all new and existing employees, design teams, clients and subcontractors
- Monitor and effectively manage the flow of information through the document management system workflows
- Ensure full auditability of approval process for subcontractor/supplier documentation
- Ensure all documents are uploaded to the system correctly and adhered to, providing guidance when needed
- Ensure revision and status control of documentation
- Manage and maintain project directories within the document management system
- Coordination of information for tender packages, O&M manuals, H&S files and Project Handover, both Electronic and hard copy files where required
- Requesting and controlling printing of documentation internally and via an external supplier
- Strong Document Controller background and experience with electronic document management systems for construction projects
- Detail oriented and able to work with a high volume and variety of documents
- Highly organised and process orientated
- Customer focused with strong written and verbal skills
- Able to work independently and in a team environment
- Flexible and have good time management skills
- Prioritise workload, work under pressure and within specified deadlines
- Self motivated, enthusiastic and reliable
- A focus on high standards and excellence
- Experience with subcontractor approval processes
- Thorough with a pro active style
- Ability to prioritise as appropriate, motivate and communicate in order to influence others to ensure that the required objectives are met
- Knowledge of methodology and sequencing process in delivering a construction project including design and pre construction activities
- Key skills in IT (i.e. Outlook, Word, Excel and PowerPoint)
- Previous experience in a Technical Administration and/or Design Coordinator role
- Experience and understanding of maintaining design schedules
- Tenacious and driven
- Experience with design requirements for procurement and construction purposes
- Practical knowledge of construction work types, methods and design solutions
- Experience of Building Safety Act relevant works
- Experience of retrofit works
- Project and process management
- Problem solving and decision making
- Up to date relevant construction industry knowledge including legislation and procedures
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