Document Controller

Overview

For more than 40 years Populous has had a singular focus – to draw people together around the things that they love, to be the leading design firm that specialises in places, spaces and events where people gather. Our success is defined by designing projects that are seen as the benchmark. We are committed to future innovation, anticipating and shaping the future of our industries.

Our team is made up of highly talented people with a range of skills, all integral to successfully bringing to life the places and experiences we design. As our company has grown, our expertise has expanded to encompass a wide variety of disciplines – including architecture, audiovisual consultancy, brand activation, design & build, events, food & beverage strategy, interior design, landscape architecture, urban design and way finding.

This varied expertise enables us to transform neighbourhoods, revitalise cities, build relationships and create buildings, places and spaces that draw people together, from the Tottenham Hotspur Stadium to The Co-op Live Arena.

Our EMEA Practice is looking for a Document Controller based in our Shoreditch studio.

This role sits within our Document Control team. They play a key role in ensuring the efficient management and organisation of all project-related documents within the studio. They are responsible for maintaining accurate records, tracking revisions and facilitating document retrieval processes.

• Document Management:
  Maintain an organised system for storing, cataloging project documents including:
  • Drawings
  • Specifications
  • Contracts
  • Correspondence
• Version Control:
  Track revisions and updates of all project documents, ensuring that the most current versions are accessible to the team. Implement version control procedures to manage document changes effectively.
• Distribution:
  Facilitate the distribution of documents to relevant stakeholders, both internally and externally, in accordance with project requirements. Coordinate with Project Managers and Design Managers to ensure timely delivery to the appropriate recipients.
• Quality Control – Undertake thorough QA Checks for all documents before they are distributed, ensuring compliance with internal standards and client specifications. Ensure that any inconsistencies, errors or missing information are communicated efficiently to the internal team before they are shared with stakeholders.
• Document Retrieval:
  Respond to requests for document retrieval promptly, ensuring that team members can access necessary information efficiently. Maintain an efficient document retrieval system, enabling quick and easy access to archived documents when needed.
• Communication:
  Coordinate closely with Project Managers, Design Managers, Architects, Engineers and Stakeholders to ensure an effective and efficient flow of information. Serve as a central point of contact on the project, both internally and externally for document and information related queries.
• Ensure that documents are properly numbered, labeled and categorised in line with the project requirements and adhere to the company standards.
• Recording and Logging:
  Receive, record and log incoming and outgoing project documents including:
  Drawing, specifications, contracts, correspondence
• Maintain detailed records of the flow of information including timestamps, recipients and relevant notes/comments.
• Preparation and Formatting:
  Assist in the preparation and formatting of documents ensuring that they comply with established formatting and quality standards. Review documents for consistency in layout, font, and formatting to maintain a professional appearance.
• Generating Reports:
  Generate document reports and summaries as required, providing insights into document status, distribution, and usage. Compile data on document activities, such as distribution metrics and revision history, to facilitate informed decision-making and process improvement.
• Collaboration:
  
  Collaborate with project teams and other stakeholders to address document-related issues, concerns, and requirements. Actively participate in project meetings and discussions to provide input on document management strategies…