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Document Controller
Office/Project Location: Birmingham. Curzon street Project
Job Summary
The Document Controller assists the Document Control Manager in managing the registration, receipt, distribution and issue of all contract documentation, as well as implementing and maintaining procedures for the production, issuing and registering of all formal project documentation. Typically this includes, collating all documents including drawings, keeping a record of document status, liaising with project personnel and chasing outstanding information. Support supply chain in applying information processes. Support the DCM in providing training to the MD team and supply chain.
Key Responsibilities
- Accurate records of all documents at all times
- Distribute documents to the relevant project team members, ensuring they have the correct documents in a timely manner.
- Ensure consistency of document submissions in adherence to the project document control procedures
- Ensure that all project participants have access to the latest documents/drawings through the Document Management System.
- Issuing Of Document Reference Numbers (When Required)
- To comply with requirements outlined in project Document management plan and BIM Execution Plan
- Work collaboratively with all Users/Creators/Reviewers providing ongoing support in order to ensure that the project document control processes are followed.
- Apply the IT system for document control
- Maintain a full audit trail for all documents
- Ensure the issue, receipt and acknowledgement of documentation
- File and archive all documents within the secure system
- Ensure that as built, record drawings and operations manuals are available at the end of the project in a format as may be approved by the client
- Provide document control for all client/confidential Documentation
- Support with administration and co-ordination of training of information systems where required. This is to include supporting the supply chain in delivering their Document Control Responsibilities.
- Ensure all issued documents are compliant and accurate
- Provide support to system reports to enable project KPI's to be prepared
- Provide “super-user” services associated with the project document management systems including folder creation and administration of starters and leavers. Ensure that access permissions/security is correctly applied
- Ad hoc administrative tasks, as required
- Assist with the generating of package listings.
- Provide training to project participants
Technical Competencies required
The key technical competencies required to perform the role well are outlined below.
- Good knowledge of Document Control systems in a muliti-discipline project
- Knowledge of data management
- Ability to apply IT systems relevant to Document Control.( Enterprise Bridge, ProjectWise and Sharepoint, Aconex, others)
- Competence in the use of Microsoft Office applications
- Knowledge of bulk scanning and scanning systems
- Ability to train others
Behavioural Competencies required
The key behavioural competencies required to perform the role well are outlined below.
- Strong focus on detail
- Ability to focus on a task and apply process
- Proactive and able to take initiative.
- Very strong verbal and written communication skills are required.
- Ability to liaise with other departments and subcontractors.
Qualifications, Certifications and Experience required
- Relevant experience in document control
- Experience of construction projects
- A formal qualification in data management
- Knowledge of the Document Control process in accordance with ISO 9001.
- Knowledge of the Information Management process in accordance with BS 1192:2007.
