Document Controller

Aecom; Birmingham; On-site; GBP 28,000 - 36,000; Full time

Job summary

A global engineering firm in Birmingham is seeking a Document Controller to oversee the management of project-related documentation. This role involves ensuring compliance, maintaining records, and supporting project teams effectively. Ideal candidates will have experience in document management systems like SharePoint and MS Office, alongside excellent communication skills. The position emphasizes confidentiality and collaboration across teams.

Qualifications

• Proven work experience as a Document Controller or similar role.
• Ability to obtain necessary security clearances.

Responsibilities

• Set up, copy, scan, and store documents.
• Create templates for documentation.
• Manage requests for documentation.
• File documentation in physical and digital records.
• Ensure document version control.
• Review and maintain accuracy of records.
• Ensure compliance with documentation standards.
• Train team members on document management.

Skills

Excellent communication and interpersonal skills

Hands-on experience with SharePoint

MS Office proficiency

Data organization skills

Attention to detail

Time management skills

Analytical and problem-solving abilities

Tools

SharePoint

MS Office

MS Excel

Job description

Controllers is to manage the intake, handling, and storage of documentation for project-related documents and the project or programme's Information Management System. Typical duties include compiling reports, archiving materials, and ensuring seamless document management, as well as facilitating system access for the project team while ensuring that security and privacy requirements of stakeholders are met.

Here's what you'll do

1. Set up, copy, scan, and store documents
2. Create templates
3. Manage requests for documentation
4. File documentation in both physical and digital records and ensure appropriate storage
5. Manage document versions and ensure that the latest versions are always accessible
6. Review and maintain the accuracy of the records, editing where necessary to ensure they are kept up to date
7. Ensure that documentation complies with relevant standards and requirements
8. Liaise with all levels of the project team and potentially external parties, distributing project-related information in an appropriate secure manner
9. Manage the processes around documentation within the organization
10. Maintain confidentiality around sensitive documentation
11. Prepare both regular and ad-hoc reports on projects when required
12. Train team members on document management processes and systems

Requirements include excellent communication and interpersonal skills, familiarity with project management, hands-on experience with SharePoint, MS Office, MS Excel, and ideally other document management software, a working knowledge of major Common Data Environments and Information Management Systems, proficient typing and editing skills, data organization skills, attention to detail, time management skills, analytical and problem-solving abilities, and the ability to work collaboratively across disciplines and environments. Exposure to project management methodology is also desirable.

Qualifications

• Proven work experience as a Document Controller or similar role
• Ability to obtain necessary security clearances required by the role

Company description and additional information about the organization, work environment, and benefits are included, emphasizing the company's global presence, commitment to diversity, and employee growth opportunities.