Document Controller

ROLE DEFINITION

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.

• Set up, manage and maintain project document control systems in line with company, customer and project standards.
• 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.
• 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.

• 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.

• 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.