Document Controller Defence

We are currently seeking to recruit an experienced Document Controller to join our team in Devonport. This role will require a weekly site attendance of 3 times per week. Travel and accommodation will included.

Due to the sensitive nature of the projects candidates must be a sole British national and either hold security clearance or be able to obtain.

Initiative and problem solving skills are a must as are strong interpersonal and communication skills. Possessing experience in implementing document control procedures setting up configuring and managing Common Data Environments (CDE) / Electronic Document Management Systems (EDMS) at an administrator level.

Key Responsibilities

• Management and configuration of CDE Undertake configuration and day to day management of the system adding and maintaining user accounts and security groups. Respond to ad-hoc requests from users to move or rename any incorrectly uploaded file / document.
• Interface with Project Team and other agreed stakeholders - Act as the main point of contact for all queries and requests relating to the CDE system.
• Provide CDE training and maintain training log Organise and undertake regular training sessions on the purpose and use of the system for new users and refresher training for existing users. Provide training and guidance of file naming protocols. Create and maintain training logs.
• Provide advanced training to super users and local administrators covering advanced user and administrator CDE functionality.
• Maintain Container Configuration & Workflows Undertake regular checks on file / document links across the system and fix as required. Undertake regular checks of file / document workflows and release / move-on any locked workflows.
• Develop and Maintain User guides Prepare and update training packs system user guides and quick reference sheets.
• Manage system compliance and provide compliance reports Undertake weekly compliance audits with regards to file naming file storage locations user access and provide reports to the head of WSO.
• Create new project set ups on CDE Create new project sites and assign users.
• Support Provide ad-hoc reports and information on system usage compliance and assist with ad-hoc requests relating to user activity.
• Maintain User Directories IM Protocol and File naming protocol Update and maintain the user access matrix IM and File naming protocols to reflect new projects and users of the system.
• Respond to ad-hoc requests relating to document management/CDE Provide ad-hoc advice and guidance on use of the system and associated user guides and policy documents.

Key experience

• Comprehensive knowledge of BIM ISO 19650 standards
• Experience in Procore preferably Admin
• KPI reporting
• Issuance of Purchase Orders and tracking by way of a Schedule
• Experienced DC ie Senior/Manager
  • roll requires gap analysis and consolidation of processs and procedures across global framework
  • competency in writing a protocol
  • Hosting and delivering workshops

Qualifications :

• Due to the sensitive nature of the projects candidates must be a sole British national and either hold security clearance or be able to obtain.
• Experienced Document Control professional with 5 yrs yrs experience.
• Proficient understanding of Procore (EDMS/CDE System) and knowledge of the BIM ISO 19650 standards
• Experience of a variety of different projects.
• Administrator level experience using Viewpoint.
• User level experience of at least one other CDE / EDMS or similar system.
• Advanced Microsoft Office skills.
• Excellent interpersonal skills and the ability to communicate with people at all levels.
• Well organised and able to manage multiple requirements simultaneously.
• Must be able to manage priorities according to the demands of the project environment.
• Skilled in presenting to groups and delivering training in a variety of mediums.
• Set up and maintenance of workflows within a CDE / EDMS.
• Excellent presentation skills.

Desirable Skills & Experience

• Understanding of Building Information Modelling (BIM) in the context of Information Management and Document Control.
• Running stakeholder workshops.
• Process capture and mapping
• Use of advanced optional CDE / EDMS features e.g. e-procurement

Additional…