Document Controller - CDE Specialist; ISO

Operating for over 45 years, King & Moffatt Building Services provide complete Mechanical and Electrical services across all sectors of the construction industry including Industrial, Logistics, Food, Pharmaceutical, Data Centre, Mining, Healthcare,Commercial,Hotel & Leisure, High-End Residential, Public, and Energy.

From design stage to the installation and the ongoing maintenance of their facilities, our valued and highly skilled workforce provide our clients with an efficient, reliable and best in class service.

A Deloitte Best Managed Company Award winner for eight years running, we pride ourselves on being a full building services solutions provider and have successfully delivered multiple large-scale projects in Ireland, the UK & mainland Europe.

The Document Controller is responsible for the management, distribution, and archiving of all project-related documentation. The role ensures that the project team has access to the latest, most accurate information while maintaining a robust audit trail of all revisions and approvals. Working primarily within a Common Data Environment (CDE), the Document Controller ensures compliance with project protocols (such as ISO 19650) and company standards, facilitating seamless communication between the office, site, and external stakeholders.

2. GOALS / KPIs

• Data Accuracy: 100% accuracy in the version control and status of drawings and technical documents.
• Timeliness: Ensuring all incoming and outgoing transmittals are processed within agreed project SLAs (typically 24–48 hours).
• Audit Readiness: Maintenance of a fully compliant and searchable project archive that passes all internal and external quality audits.
• Handover Efficiency: Delivery of a structured and complete digital O&M / Health & Safety file at project completion.

3. DUTIES AND RESPONSIBILITIES

• System Administration: Lead the setup and day-to-day management of the Common Data Environment (CDE) (e.g., Viewpoint, Aconex, Procore, or Autodesk Construction Cloud).
• Information Flow: Manage and coordinate the distribution of all project documentation, ensuring only "For Construction" status drawings reach the site team.
• Quality Assurance: Review and critique incoming documents for compliance with naming conventions, file formats, and metadata requirements before upload.
• Revision Control: Ensure all technical revisions are correctly logged, superseded, and archived to prevent the use of outdated information.
• Transmittal Management: Lead the production of formal transmittal notes for all outgoing information to subcontractors, consultants, and clients.
• Reporting: Provide regular progress reports to the Project Manager regarding the status of technical submittals, RFIs, and outstanding approvals.
• Subcontractor Liaison: Manage and coordinate the submission of subcontractor technical data and "as-built" information.
• Compliance Monitoring: Identify, develop, and manage the tracking of "Request for Information" (RFI) logs and technical submittal registers.
• Handover Coordination: Lead the collation of the final Operation & Maintenance (O&M) manuals and Health & Safety files to ensure a smooth client handover.
• Training: Support the project team by providing guidance and training on the use of the project’s specific document control software.
• Lessons Learned: Capture and document lessons learned regarding information management to improve the efficiency of future project setups.

• Experience: Minimum 3–5 years’ experience as a Document Controller within the building services, construction, or civil engineering sectors.
• Software Proficiency: Expert knowledge of at least one major CDE platform (e.g., Viewpoint, BIM 360, Procore). Expert proficiency in Microsoft Office, particularly…