Document Controller

UI Social Infrastructure Limited; Dartford; On-site; GBP 26,000 - 38,000; Full time

Job summary

United Infrastructure is seeking a detail-oriented Document Controller to ensure project documentation compliance with naming conventions and document control protocols, preserving a transparent Golden Thread across the document management system.

You will also handle administrative duties, schedule management, travel coordination and assist the design team with coordination, chasing information from consultants and subcontractors.

Responsibilities

• Document control duties: quality assurance of project documentation and ensure information is compliant with naming conventions and document control protocols.
• Administrative duties: track and support design department schedules, arrange meetings, diary management, travel support, and expense processing.
• Design assistant duties: assist with design coordination tasks, reviews, and coordinating information with consultants, subcontractors and authorities
• Company culture & values: communicate the mission to deliver innovative and sustainable infrastructure solutions in the UK.

Job description

Document Control Duties

• Quality assurance of project documentation and ensure all information is compliant with company naming conventions and document control protocols
• Maintain project documentation and ensure accurate information is distributed throughout the organisation,3rd party designers and various consultants, via the document management system
• Work closely with Design Managers and Coordinators to facilitate full transparency and accountability, to maintain a Golden Thread of information through the document management system
• Liaise with all parties including clients, design teams and subcontractors effectively to resolve any document and management system related issues
• Produce and compile project specific audit reports for the teams on a weekly and monthly basis
• Organise and undertake regular job-specific training and refresher sessions for all new and existing employees, design teams, clients and subcontractors
• Monitor and effectively manage the flow of information through the document management system workflows
• Ensure full auditability of approval process for subcontractor/supplier documentation
• Ensure all documents are uploaded to the system correctly and adhered to, providing guidance when needed
• Ensure revision and status control of documentation
• Manage and maintain project directories within the document management system
• Coordination of information for tender packages, O&M manuals, H&S files and Project Handover, both Electronic and hard copy files where required
• Requesting and controlling printing of documentation internally of via an external supplier

Administrative Duties

• Monitor, update and manage Design departmental spreadsheet schedules and project specific trackers · Monitor RFI schedules · Monitor project completion dates and maintain tracker to aid coordination and collation of all required documentation for O&M manuals and H&S files.
• Assist with diary management, arrange meetings, coordination of diaries, booking meeting rooms and liaison with external attendees
• Business travel support
• Organise regular business relationship meetings with consultants
• Assist with submission and processing of expenses · Assist the Design team with making payments and coordinating necessary approvals · Undertake any other administrative duties as required by Design team

Design Assistant Duties

• Assist Design Managers and Coordinators with design coordination tasks as/when required to provide support with design processes and delivery
• Assist with design reviews, coordination of design information, chasing consultants, subcontractors, suppliers or relevant authorities
• Assist with coordinating, driving and achieving resolution to design related issues

Company Culture & Values

Join us at United Infrastructure and be part of our mission to deliver innovative and sustainable solutions to the complex infrastructure needs of the UK.

Here at United Infrastructure, we invest in our people and firmly believe that our workforce is our most valuable asset.

A driving force for success and the core to achieving our vision of creating a connected and sustainable future, our team is the heart of our organisation.

Are you looking to be part of an exciting journey within an evolving business? Want to learn something new, every single day? Then you’ve come to the right place.

A fast-paced, diverse, and hugely ambitious business, we welcome challengers, innovators and people who embrace change.

Establish yourself in a creative environment that champions freedom of expression, and supports you in your personal and professional development – because together, we achieve more.