Document Controller

OCS Recruitment Ltd; Caddington; On-site; GBP 30,000 - 42,000; Full time

Job summary

OCS Recruitment Ltd is seeking a meticulous Document Controller to manage timely and accurate control of project information across live projects. You will ensure the right drawings, calculations and documents reach the right people, at the right revision, on time, supporting geo-structural foundation solutions.

You will issue RFIs and coordinate with client design teams, maintain rigorous document registers, and supervise revision control and third-party approvals.

Qualifications

• Experience in a document control role within construction, engineering or a design consultancy.
• Practical experience of at least one collaborative CDE or EDMS platform (Aconex, Asite, Procore, Viewpoint/4Projects, Dochosting or Project Vault).
• Confident with Microsoft Office, particularly Excel, Word and Outlook.
• Eagle-eyed attention to detail, particularly on revisions, drawing numbering and metadata.
• Ability to prioritise a busy workload across many live projects and meet deadlines.

Responsibilities

• Issue design and setting out RFIs to the client design team and chase responses when necessary.
• Plot CAD drawing files and convert calculations to final PDFs for issue.
• QA check filenames, revisions and metadata against drawings before issue.
• Prepare Issue Sheets and issue design information to clients via email or CDE.
• Log and file incoming design/tender documentation in project registers for easy retrieval.
• Report outstanding RFIs and design information positions to Pre-Construction Director and Design Managers.
• Set up standard project folders, document registers and drawing registers for new projects.
• Maintain revision control across live projects and withdraw superseded revisions.
• Manage the approval process for design information issued to third parties.
• Assist with production and issue of O&M manuals and archive the completed project record.

Skills

Attention to detail

Prioritisation

Communication

Teamwork

Tools

Aconex

Asite

Procore

Viewpoint 4Projects

Dochosting or Project Vault

Job description

The Role

As Document Controller your primary role is the timely, accurate and efficient control and issue of project information across our live projects. You will make sure the right drawings, calculations and documents reach the right people, at the right revision, on time, so the business can keep delivering geo-structural foundation solutions that save our clients time and money against their consulting engineer's schemes. Reporting into the Preconstruction Director.

• Issue design and setting out Requests for Information (RFIs) to the client design team, including any additional information the geotechnical and structural engineering teams need, chase after 7 days where no response has been received, and log and file all design information returned.
• Plot CAD drawing files and convert structural and geotechnical calculation packages to finalised PDFs, ready for formal issue.
• QA check filenames against drawing titles, revisions and metadata, cross-referencing against the drawings themselves to confirm accuracy and compliance with project naming conventions prior to issue.
• Prepare Issue Sheets and issue design information to clients by email or through the relevant Common Data Environment (CDE), recording recipient details, revision status and issue purpose.
• Log and file all incoming design and tender documentation, maintaining an accurate and up to date register within the project directory structure for easy retrieval.
• Report the outstanding RFI and design information position to the Pre-Construction Director and Design Managers regularly, so anything stuck is picked up early.
• Set up standard project folders, document registers and drawing registers for new projects, including CDE user access and distribution lists.
• Maintain revision control across all live projects, making sure superseded revisions are withdrawn or clearly marked so neither site nor the client is working from old information.
• Manage the approval process for design information issued to third parties.
• Assist with the production and issue of O&M manuals, issue the company O&M pack and feedback survey to the client at handover, and archive the completed project record.

The Requirements

• Experience in a document control role within construction, engineering or a design consultancy.
• Practical experience of at least one collaborative CDE or EDMS platform - Aconex, Asite, Procore, Viewpoint (4Projects), Dochosting or Project Vault. Experience of one is enough, the rest can be picked up.
• Confident with Microsoft Office, particularly Excel, Word and Outlook.
• Eagle-eyed attention to detail, particularly on revisions, drawing numbering and metadata.
• Ability to effectively prioritise a busy workload across a high number of live projects and meet project deadlines.
• Confident communicator and adaptable team player, comfortable chasing external design teams for responses.
• Willing to take ownership of a work task and produce the information required to a high standard, within the timescales set.
• Organised, self-motivated and enthusiastic, with an ability to learn and self-improve