Assistant Document Controller

Buro Happold; Bath; On-site; GBP 25,000 - 35,000; Full time

Job summary

A global engineering consultancy in Bath seeks an Assistant Document Controller to support project teams with effective document management. This role involves ensuring accurate control over project documentation through organised record-keeping, enhancing information flow, and assisting in timely document sharing for project completion. Candidates should have strong IT skills, attention to detail, and excellent communication abilities. Aconex familiarity is a plus.

Qualifications

• Strong IT skills in Microsoft Office Suite, including Outlook, Excel, and Word.
• Demonstrable attention to detail and accuracy in document handling.
• Ability to manage multiple tasks and prioritise effectively.
• Highly organised in maintaining document control systems.
• Excellent verbal and written communication skills.
• Proficient typing speed for data entry and document preparation.
• Deadline-oriented with effective workload planning.
• Understanding of process improvement principles.
• Familiarity with SharePoint functionalities for document management.
• Competence in using Aconex for document registration and management.

Responsibilities

• Manage and oversee documentation for projects ensuring proper version control.
• Follow established procedures and suggest improvements for efficiency.
• Ensure all documentation meets legal standards and specifications.
• Sort, store, and retrieve documents efficiently in an organised system.
• Produce regular reports on document progress for senior management.
• Conduct reviews and audits to ensure document compliance and accuracy.
• Utilise technology effectively to manage document flows and collaboration.
• Assist in planning projects and setting up document control systems.
• Share documents promptly with stakeholders for timely project completion.

Skills

Microsoft Office Suite proficiency

Attention to detail

Multitasking ability

Organisational skills

Excellent communication skills

Typing proficiency

Deadline orientation

Process awareness

SharePoint familiarity

Aconex proficiency

Job description

The Assistant Document Controller supports project teams with efficient document management. This role ensures accurate control of project documentation through organised record-keeping, facilitating information flow and contributing to coordinated project activities. Key tasks include assisting with document control procedures to support successful project delivery.

Principle Responsibilities

• Document Control: Manage and oversee company and project-related documentation, ensuring proper version control, access permissions, and accuracy across all formats.
• Procedure Adherence & Improvement: Follow established document control procedures meticulously, while proactively identifying and suggesting improvements to enhance efficiency and compliance.
• Compliance & Standards: Ensure all documentation, both electronic and hard copy, meets formal requirements, legal standards, regulatory guidelines, and industry-specific specifications.
• Document Management: Efficiently sort, store, and retrieve electronic and hard copy documents, maintaining an accessible and well‑organised filing system for easy access to information.
• Reporting: Produce regular document progress reports for senior managers, highlighting milestones achieved, challenges encountered, and any deviations from established plans.
• Review & Audit: Conduct regular reviews and audits of documentation to ensure accuracy, relevance, and compliance with established procedures, identifying areas for improvement.
• Technology Utilisation: Use computer systems and software to effectively organise, distribute, and manage documents within the company, promoting efficient collaboration.
• Project Planning Support: Assist in the planning stages of specific projects, contributing to project plans, identifying document requirements, and setting up appropriate document control systems.
• Timely Document Sharing: Ensure documents are shared with relevant stakeholders at key times to facilitate timely project completion and informed decision‑making.

Skills & Qualifications

• IT Proficiency: Strong IT skills in Microsoft Office Suite, including proficient use of Outlook for email communication, Excel for data entry and basic spreadsheet management, and Word for document creation and editing.
• Attention to Detail: Demonstrable attention to detail, ensuring accuracy and precision when handling documents and data, minimizing errors in processing and filing.
• Multitasking Ability: Ability to effectively manage multiple tasks concurrently, prioritising workload appropriately to meet deadlines and maintain efficiency.
• Organisational Skills: Highly organised, with the ability to manage and maintain document control systems, ensuring documents are easily retrievable and accurately filed.
• Communication Skills: Excellent communication skills, both verbal and written, enabling effective interaction with project team members and clear communication of document control procedures.
• Typing Proficiency: Proficient typing skills with a reasonable typing speed and accuracy for efficient data entry and document preparation.
• Deadline Orientation: Deadline‑oriented, with the ability to plan and manage workload to ensure documents are processed and distributed in a timely manner, supporting project deadlines.
• Process Awareness: An understanding of process improvement principles, with the ability to identify potential enhancements to document control processes to improve efficiency and accuracy.
• SharePoint Familiarity: Understanding of SharePoint functionalities like document libraries, lists, and workflows. Experience using it for document storage and collaboration is advantageous.
• Aconex Proficiency: Competence in using Aconex or similar EDMS for document registration, workflow management, and reporting is highly desirable. Understanding security features and access controls is beneficial.

Styles & Behaviours

• Communication: Excellent communication skills, comfortable with senior staff and external parties.
• Organisation: Organised, able to plan ahead and manage time effectively to meet deadlines.
• Prioritisation: Ability to work across multiple projects and prioritise tasks.
• Problem Solving: Perceptive, incisive, and concise; good problem‑solving skills.
• Proactivity: Confident, proactive, and enquiring; demonstrates initiative.
• Collaboration: Ability to engage others in working towards successful project delivery.

Diversity & Inclusion

Buro Happold values an individual's flexible approaches to working patterns as an important part of how you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers.

Our exceptional portfolio of projects is the result of the diversity of thought, identities, backgrounds, and experiences that shape us. Appreciating each other's differences is key, we want employees to feel they don't have to mask elements of their identity to thrive. We are working to change the lack of representation of marginalised groups in the built environment. We are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing differences allows us to develop the most innovative and elegant solutions.