Document Controller

TN United Kingdom; Belfast; On-site; GBP 26,000 - 29,000; Full time

Job summary

An established industry player in renewable energy is seeking a Document Controller to enhance their financial management strategy. This pivotal role involves managing and organizing all project-related documentation, ensuring compliance with regulations and standards. The ideal candidate will have a strong background in document control, with excellent organizational skills and attention to detail. You'll work closely with various stakeholders, ensuring that documents are efficiently managed and securely stored. Join a dynamic and supportive environment that offers competitive salaries and opportunities for professional development.

Benefits

Competitive salary

Performance-based bonuses

Comprehensive benefits package

Opportunities for professional development

Dynamic work environment

Qualifications

• Proven experience in document control or records management.
• Strong organisational and multitasking skills are essential.
• Good understanding of document control practices and regulatory requirements.

Responsibilities

• Maintain and manage all documents, ensuring proper organization and filing.
• Ensure compliance with regulatory, legal, and company standards.
• Collaborate with project managers and engineers to manage documentation.

Skills

Organisational Skills

Attention to Detail

Document Management Systems

Microsoft Office Suite

Communication Skills

Interpersonal Skills

Education

High School Diploma

Degree in Business Administration

Degree in Information Management

Tools

Document Management Software

Client Document Software

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Document Controller

Whytematter is currently recruiting for a Document Controller for a client who is a well-known renewable energy company. This role will become an integral part of their financial management strategy.

The Document Controller is responsible for managing, tracking, and organising all documents related to Residential Services contracts, ensuring they are easily accessible, up-to-date, in compliance with relevant regulations and standards, and uploaded to the required systems for each client. The role involves handling a wide variety of documents, from contracts and project files to correspondence and reports. The Document Controller ensures that the document management process is efficient and that documents are stored securely, with proper version control and access permissions.

Salary: £26K-£29K

Job Description:

The document controller should be the primary reference point for all documentation, including contractual documents, across all Residential Services projects.

Key Responsibilities:

1. Document Management: Maintain and manage all documents, ensuring proper organization, categorization, and filing in both physical and electronic formats. Implement and maintain an efficient document management system that ensures quick retrieval and storage of documents. Ensure that documents are reviewed, approved, and distributed in a timely manner according to project schedules.
2. Version Control: Maintain version control and document revision histories, ensuring that the latest versions of documents are available to all relevant parties. Track document revisions, ensuring that obsolete versions are archived or destroyed as per company policies.
3. Compliance and Security: Ensure all documents comply with relevant regulatory, legal, and company standards. Implement and monitor document security protocols to protect sensitive information and prevent unauthorized access. Ensure that documents are stored and handled in compliance with industry-specific regulations (e.g., ISO, GDPR).
4. Collaboration: Collaborate with delivery personnel, the commercial manager, and central business functions to provide documentation required for reporting and billing. Work closely with project managers, engineers, and other stakeholders to manage project documentation. Facilitate document reviews and approvals with internal and external stakeholders.
5. Document Distribution: Distribute documents to relevant stakeholders as required, ensuring they receive the correct and most up-to-date information. Manage the distribution of controlled documents to external parties, such as contractors and clients.
6. Audits and Reporting: Prepare and provide documentation for internal and external audits. Generate regular reports on document status, distribution, and compliance. Assist in the preparation of project documentation for submission to clients or regulatory bodies.
7. Training and Support: Train and support staff in the use of the document management system and best practices. Provide ongoing support to staff on document-related queries and issues.
8. Continuous Improvement: Continuously review and improve document management processes and systems to enhance efficiency and compliance. Stay updated on industry best practices and emerging technologies related to document control and management.

Qualifications:

1. Education: High school diploma or equivalent; a degree in business administration, information management, or a related field is preferred.
2. Experience: Proven experience in document control, records management, or a related role. Experience in industries such as construction, engineering, oil and gas, or manufacturing is an advantage.
3. Skills: Strong organisational and multitasking skills. Excellent attention to detail and accuracy. Proficiency in document management systems and client document software. Good understanding of document control practices, version control, and regulatory requirements. Strong communication and interpersonal skills. Ability to work independently and as part of a team. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).

What We Offer:

• Competitive salary and performance-based bonuses
• Comprehensive benefits package
• Opportunities for professional development and career advancement
• A dynamic and supportive work environment