Document Controller

Document Controller

A technical or functional support role expected to support closely defined tasks within company procedures and industry standards. The person will receive instruction, tasks and guidance from a more senior manager.
In operations they will assist project and construction managers.
In commercial they will assist buyers, planners, estimators and surveyors


Role definition Summary of role

Set up, manage and maintain project document control systems in line with company, customer and project. Responsibilities and accountabilities
Coordinate all activities related to the document control procedure, including technical documents, drawings, and commercial correspondence
Input document data into standard registers ensuring that the information is accurate and up to date
Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable
Maintain the documents and drawings in the document control office under safe custody without any damage or deterioration with easy traceability
Maintain the files and control logs as required by the project
Organise, manage and file document receipts and distribution lists, project documents and drawings in conjunction with project and corporate naming and numbering procedure
Issue and receive controlled documentation, log issues and receivers, and create general electronic transmittals to the project, customer and suppliers
Scan documentation and liaise with external reprographics company
Archive, retrieve and store documentation adhering to company standards and policies
Check that all information complies with specified company formats, templates and standards
Human Resources - Recruitment
Jan 2020

ROLE DEFINITION

Assist the document control team with the issue, receipt and tracking of all engineering and supplier deliverables through to close out and handover stage
Assist with quality checks and audits of document databases, identifying and correcting any anomalies
Endorse the corporate content management system ensuring business system continuity is met
General document control activities such as photocopying, scanning, quality checking of metadata and documents
Maintain accurate registers and actions lists
Carry out routine document management administrative tasks including document release and publishing, technical query handling, transmittals, filing, copying and local library management
Ensure team compliance with project document control and project document numbering procedures
Act as focal point for all team document management matters
Effectively communicate document management problem areas to the project team where necessary
Provide practical help and first line training support to team members
Assist with the coordination of document management across the whole project including policies, protocols and practice
Maintain and organise hard copy document masters in the satellite project library or archives Qualifications, training and technical knowledge
Educated to NVQ level or equivalent
Previous Document Control experience
Knowledge in use of spreadsheets, database, word processing and selected job specific software
Experience setting up and using electronic document management systems
Ability to keep clear and accurate records and reports
Ability to use computer and rapidly input data and retrieve records and information Attributes and skills
Some supervision skills
Ability to manage a given list of tasks
Ability to work well either alone or as part of a team
Some knowledge of construction practices and standards within their subject
Good writing, analytical and problem solving skills
Ability to follow oral and written instructions
Ability to handle situations and problems
Know when to ask for help and guidance