Document Controller

VGC; Catterick Garrison; On-site; GBP 30,000 - 40,000; Full time

Job summary

A technical services provider in Catterick Garrison is seeking a Document Controller to support project managers and ensure accurate document processes. This role involves managing document control systems, coordinating all activities related to document processes, and maintaining clear records. Candidates should have previous Document Control experience, NVQ level education, and strong organizational skills. The ideal applicant will thrive in a team environment and possess good problem-solving abilities.

Qualifications

• Educated to NVQ level or equivalent.
• Previous Document Control experience.
• Knowledge in use of spreadsheets, database, word processing and selected job specific software.
• Experience setting up and using electronic document management systems.
• Ability to keep clear and accurate records and reports.
• Ability to use computer and rapidly input data and retrieve records and information.

Responsibilities

• Set up and maintain project document control systems.
• Coordinate document control procedures.
• Ensure accuracy of document data in registers.
• Organize document receipts and distribution lists.
• Archive and retrieve documentation as per standards.
• Assist with quality checks and audits of document databases.

Skills

Supervision skills

Task management

Teamwork

Construction knowledge

Writing skills

Analytical skills

Problem-solving

Following instructions

Situational handling

Asking for guidance

Education

NVQ level or equivalent

Tools

Spreadsheets

Databases

Word processing software

Electronic document management systems

Job description

ROLE DEFINITION

Document Controller

A technical or functional support role expected to support closely defined tasks within company procedures and industry standards. The person will receive instruction, tasks and guidance from a more senior manager.

In operations they will assist project and construction managers. In commercial they will assist buyers, planners, estimators and surveyors.

RESPONSIBILITIES

• Set up, manage and maintain project document control systems in line with company, customer and project standards.
• Coordinate all activities related to the document control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data into standard registers ensuring that the information is accurate and up to date.
• Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
• Maintain the documents and drawings in the document control office under safe custody without any damage or deterioration with easy traceability.
• Maintain the files and control logs as required by the project.
• Organise, manage and file document receipts and distribution lists, project documents and drawings in conjunction with project and corporate naming and numbering procedure.
• Issue and receive controlled documentation, log issues and receivers, and create general electronic transmittals to the project, customer and suppliers.
• Scan documentation and liaise with external reprographics company.
• Archive, retrieve and store documentation adhering to company standards and policies.
• Check that all information complies with specified company formats, templates and standards.
• Assist the document control team with the issue, receipt and tracking of all engineering and supplier deliverables through to close out and handover stage.
• Assist with quality checks and audits of document databases, identifying and correcting any anomalies.
• Endorse the corporate content management system ensuring business system continuity is met.
• General document control activities such as photocopying, scanning, quality checking of metadata and documents.
• Maintain accurate registers and actions lists.
• Carry out routine document management administrative tasks including document release and publishing, technical query handling, transmittals, filing, copying and local library management.
• Ensure team compliance with project document control and project document numbering procedures.
• Act as focal point for all team document management matters.
• Effectively communicate document management problem areas to the project team where necessary.
• Provide practical help and first line training support to team members.
• Assist with the coordination of document management across the whole project including policies, protocols and practice.
• Maintain and organise hard copy document masters in the satellite project library or archives.

QUALIFICATIONS, TRAINING AND TECHNICAL KNOWLEDGE

• Educated to NVQ level or equivalent.
• Previous Document Control experience.
• Knowledge in use of spreadsheets, database, word processing and selected job specific software.
• Experience setting up and using electronic document management systems.
• Ability to keep clear and accurate records and reports.
• Ability to use computer and rapidly input data and retrieve records and information.

ATTRIBUTES AND SKILLS

• Some supervision skills.
• Ability to manage a given list of tasks.
• Ability to work well either alone or as part of a team.
• Some knowledge of construction practices and standards within their subject.
• Good writing, analytical and problem solving skills.
• Ability to follow oral and written instructions.
• Ability to handle situations and problems.
• Know when to ask for help and guidance.