Document Controller

DOCUMENT CONTROLLER

STONEBRIDGE PARK, NW10

SALARY UP TO £40,000 DEPENDING ON EXPERIENCE PLUS BENEFITS

Our client is a major supplier delivering a wide range of multi-disciplinary services across the rail infrastructure.

They now require a Document Controller to support the site team ensuring that all document control tasks and key company-wide procedures are maintained and enforced incorporating the client requirements if applicable.

Role Purpose

To support the sites in the set up and continued management of the document control systems - both in- house and or client requirements. Directing information and correspondence both internally and externally to the key personnel, ensuring compliance procedures are adhered to. You will be required to maintain professional working relationships and communicate for and on behalf of your team and placeholders by providing efficient, effective, timeless support in delivering high performing projects.

Responsibilities & Duties

As a Document Controller you will manage and organise the documents within your project / or assist within the organisation, your principal responsibilities will incorporate;

Administrative

To aid and train your team members and peers in ensuring all document control procedures are always understood and adhered to. Assist with the collation of documents where applicable. To ensure that the most accurate information is readily available and accessible in a timely manner and all associated registers are kept up to date. Proactive attitude and communication to understand what is required within the project and where we can add value and support.

Support the production of information for the As-Built drawings and subsequently the Operation & Maintenance manuals and handover information for project completion.

EDMS / Software Knowledge

Updating, uploading / downloading of data working with both in-house document management systems and web-based software packages. Must be able to easily adapt and have a good knowledge of Microsoft Office packages.

Quality

Understanding the client’s key requirements whilst maintaining a high level of consistency, compliance, auditability and traceability factors throughout the lifecycle of any document, including the maintenance of the folder structures both electronically and any hard copy files (if required). Compliance to all internal and external procedures.

Health & Safety

Support the H&S and site teams in managing the site related H&S documentation in ensuring only approved documents are being worked to and reviews are carried out periodically as required such as but not restricted.

Reporting Tracking and reporting to the project team status document reviews, workflows, approved / rejected, pending documentation. Regularly review data system reports. Support input to weekly and monthly Key Performance Indicators (KPI).

Versatility

Ad-hoc administration duties for the Project Team such as but not limited to; bookings for accommodation, travel, meeting and catering for events.

Fund Raising

Assisting the Project Team with charity events and promoting the Company Foundation.

Competencies

• Collaborative, influential and relationship focused Stakeholder Management: Having the confidence and ability to ask questions, challenge and influence thinking whilst ensuring buy-in.
• Interaction: Seeking to understand projects through active participation in project meetings and interaction with the project team.
• Maintaining established processes whilst initiating and driving change and efficiencies - proactively raising the administration standards and anticipating and resolving issues before they arise.
• Adaptable to work to project conditions: Flexibility to work across multiple projects and within portacabin offices (sometimes on your own).
• Time management and prioritisation: Ability to balance conflicting priorities to manage workflow and critical deadlines.
• IT set-up and systems: Ability and confidence to assist in IT set-up on site.
• Accuracy/attention to detail: Understanding that and striving for accuracy.
• Commitment and Drive: Project the Company’s strategy and vision in demonstrating positive behaviours and in turn acting as a role model and inspiring others. Seeking to upskill and progress in taking part in training opportunities striving for continual development.
• Continual learning and upskilling: Career pathways.
• Commercial awareness: Understanding of the wider environment in which the organisation operates.

Desirable Skills and Experience

• 2 years’ Document Controller experience
• Industry site-based experience, LU/London Underground or TFL sites
• Full driving licence
• Commercial awareness
• O&M / Handover awareness
• BIM awareness
• Knowledge of A-site & Project Wise

Benefits

• 25 days’ Holidays plus Bank Holidays
• Pension
• Opportunity to progress with management courses

Should this amazing Document Controller role be of interest to you, please submit your CV to Anna Maguire.

Whilst we will endeavour to contact you following your response, occasionally due to the high volume of applications this cannot always be possible and we are only able to contact shortlisted candidates. We will keep your details on file and may contact you with future opportunities.