DOCUMENT CONTROLLER

ADYD Group; Madrid; On-site; EUR 32,000 - 46,000; Full time

Job summary

ADYD Group is seeking a Documents Controller to manage the collection, organization and archiving of project documents. You will register, transmit and archive technical documentation per client and QA requirements, using EDMS to ensure accuracy and accessibility.

Responsibilities include overseeing document numbering, scanning, and ensuring compliance with company standards. Strong attention to detail and communication skills are essential in this high-precision role.

Qualifications

• Isced Level 3 or equivalent required.
• Proficient in MS Office and document management systems.
• Experience with SharePoint/Documentum/ProjectWise or similar EDMS.
• Strong communication, both written and verbal.
• Proficient in word processing, spreadsheets and databases.

Responsibilities

• Register and transmit internal, vendor and client documentation for the project.
• Ensure documentation formats comply with standards.
• Archive project and corporate records in hard copy or electronic form.
• Import all project documentation into the document management system.
• Transmit documentation to clients per requirements and timelines.
• Create and maintain systematic filing structures and reports.

Skills

MS Office

SharePoint/Documentum/ProjectWise

Adobe

Communication

Word processing & data management

Education

ISCED Level 3 (Secondary education)

Tools

Document management systems

Job description

DOCUMENT CONTROLLER

Responsible for collection, distribution, retention and archiving of documents through document management systems and work processes.

Ensures all technical documentation associated with the assigned project scope is registered, filed, transmitted, and archived in compliance with document management procedures.

Levels I-V reflect increasing levels of expertise and responsibility, see levelling guidance for further information

KEY ACCOUNTABILITIES & RESPONSIBILITIES

• Register and transmit internal, vendor and client documentation for the project.
• Check documentation to ensure that formats comply with company and client standards.
• Archiving Project and Corporate Records, either hardcopy or electronically; and the identification, indexing, transfer, storage, protection, retrieval, retention and disposition of the records.
• Ensure all project documentation is imported into document management system and filed accordingly
• Ensure all documentation is transmitted to the client as per client requirements and in an expedient manner
• Archiving and retrieval of historical documentation
• Quality check of all Documentation prior to issuing/transmitting to client
• Responsible for the handling of requests for new Document numbers/hard copy documentation
• Scanning, printing and copying of project documentation
• Process and record accurately all technical documentation in accordance with agreed procedures
• Ensure that hard copy and electronic record files as required are maintained in good order to comply with QA requirements
• Run document control reports (if available and required) from the applied company or project document control system.
• Ensure document management procedures satisfy project, client and regulatory requirements
• Independently handle all aspects of Project documentation utilizing various document control practices and Electronic Document Management Systems (EDMS)
• Monitor progress of in-house and Client reviews of technical data
• Contribute to compilation of final project dossiers, as built portfolios and archiving
• Establish a systematic and comprehensive Project Filing System
• Produce exception reports, comment overdue reports and any other reports for Project Management review
• Maintenance of the project's document storage structure

WORKING RELATIONSHIPS

Internal:

• Establish and maintain effective working relationships and communicate across the project / contract interfaces.
• Operates within local organization and accomplishes work through effective consultation with more senior professionals
• Deals directly with immediate supervisor, co-workers and team members

External:

• Engages in exchanges of information

LEVEL OF INFLUENCE & DECISION MAKING AUTHORITY

Actions and decisions typically have limited impact on the results of the project or department. Results are short-term and immediately obvious.

Solves problems and makes judgements within established guidelines and procedures.

Manuals, instructions, procedures and precedents are generally available for guidance.

PERSON SPECIFICATION

Qualifications:

Minimum ISCED Level 3 (Secondary education)

Knowledge, skills, and experience:

• Knowledge of MS Office
• Knowledge of SharePoint/Documentum/ProjectWise or similar electronic document management system
• Knowledge of Adobe
• Communication skills - both written and verbal
• Skills in word processing, spreadsheets, database applications and electronic data management systems

Personal attributes:

• Excellent organisational skills and a logical and ordered approach
• Effective communication and interpersonal skills
• Strong team player
• Ability to work in a high - pressure environment, pay strict attention to detail and ensure the accuracy of the outputs