Document Controller

Populous; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading design firm in London is seeking a Document Controller to manage and organise project documents. The role involves ensuring document accuracy, version control, and facilitating communication among project teams. Ideal candidates will possess strong organisational skills, familiarity with document management software, and the ability to work under pressure. This position offers a collaborative environment with opportunities for professional development and various employee benefits.

Benefits

Hybrid working

Gym membership discounts

Opportunity to attend events at Populous-designed venues

Qualifications

• Proficiency in document management software and strong Excel skills are essential.
• Experience coordinating information for large scale projects is preferred.
• Ability to meet deadlines and work under pressure is required.

Responsibilities

• Organise and manage project documentation effectively.
• Ensure document accuracy and compliance with standards.
• Facilitate communication between project stakeholders.

Skills

Strong Organisation Skills

Attention to detail

Excellent Communication

Collaboration skills

Problem Solving

Tools

Aconex

Asite

Viewpoint/4Projects

ACC

Newforma

Excel

Job description

We design the places where people love to be together — and we can’t do it without you.

Populous is all about people — it’s in our name. Attracting and retaining talented people who are passionate about their work is what makes us thrive.

As a global firm, we have established roots in cities across the world, uncovering the very best local talent. The diversity of our team is our greatest strength and one of the most powerful sources of our creativity.

We believe in supporting each other, coming together as a team to make sure everyone is fulfilled professionally, creatively, and personally.

Why Work With Us

Culture

Populous is built around the core values of integrity, entrepreneurial creativity, excellence and enjoyment. There are many milestones and celebrations along the way — yours and ours — and we share in these special moments together.

We also reach beyond our offices to help make our local communities stronger, from engaging with university students and taking part in urban clean-up projects, to partnering with sports charities and promoting sustainable design.

Understanding people is what Populous is all about — and that begins with the people in our team. That’s why we have designed a comprehensive benefits program to support your employee experience at Populous and your life outside of work, including flexible work environments.

From CrossFit in London, to the Noosa Triathlon in Australia to mental health check-ins in the Americas, we have all kinds of initiatives to help you keep mind and body in top condition.

Diversity, Equity, Inclusion + Belonging

With more than 1,600 colleagues in 33 offices spanning four continents, we value the incredible range of talents, beliefs, experiences and perspectives of every person that makes up our team. You bring your authentic self and we’ll set the stage for you to succeed.

Professional Development

Populous is a team of people that are emotionally connected to their work. We wouldn’t have it any other way. From mentor programs and cross-disciplinary design charettes to global conferences, you will have a wealth of opportunities to innovate and learn, shaping your career to meet your personal goals.

Our commitment to innovative design has earned us the top spot in architecture on Fast Company's list of the world's 50 most innovative companies.

"We are a team of fans, dreamers, thinkers and doers. We come together to amplify the magic of fandom and break barriers for the future of sports and entertainment."

What happens when you provoke designers to bring to life a digital footprint?

Tapping the Power of a Global Knowledge Network

For more than 40 years Populous has had a singular focus – to draw people together around the things that they love, to be the leading design firm that specialises in places, spaces and events where people gather. Our success is defined by designing projects that are seen as the benchmark. We are committed to future innovation, anticipating and shaping the future of our industries.

Our team is made up of highly talented people with a range of skills, all integral to successfully bringing to life the places and experiences we design. As our company has grown, our expertise has expanded to encompass a wide variety of disciplines – including architecture, audiovisual consultancy, brand activation, design & build, events, food & beverage strategy, interior design, landscape architecture, urban design and wayfinding.

As we continue to bring to life award-winning venues and experiences our EMEA Practice is looking for a Document Controller based in our Shoreditch studio.

About the Role

This role sits within our Document Control team. They play a key role in ensuring the efficient management and organisation of all project- related documents within the studio. They are responsible for maintaining accurate records, tracking revisions and facilitating document retrieval processes.

Key responsibilities include:

• Document Management: Maintain an organised system for storing, cataloging project documents including:
  • Drawings
  • Specifications
  • Contracts
  • Correspondence
• Version Control: Track revisions and updates of all project documents, ensuring that the most current versions are accessible to the team. Implement version control procedures to manage document changes effectively.
• Distribution: Facilitate the distribution of documents to relevant stakeholders, both internally and externally, in accordance with project requirements. Coordinate with Project Managers and Design Managers to ensure timely delivery to the appropriate recipients.
• Quality Control – Undertake thorough QA Checks for all documents before they are distributed, ensuring compliance with internal standards and client specifications. Ensure that any inconsistencies, errors or missing information are communicated efficiently to the internal team before they are shared with stakeholders.
• Document Retrieval: Respond to requests for document retrieval promptly, ensuring team members can access necessary information efficiently, Maintain an efficient document retrieval system, enabling quick and easy access to archived documents when needed
• Communication: Coordinate closely with Project Managers, Design Managers, Architects, Engineers and Stakeholders to ensure an effective and efficient flow of information. Serve as a central point of contact on the project, both internally and externally for document and information related queries.
• Ensure that documents are properly numbered, labeled and categorised in line with the project requirements and adhere to the company standards.
• Recording and Logging: Receive, record and log incoming and outgoing project documents including: Drawing, specifications, contracts, correspondence
• Maintain detailed records of the flow of information including timestamps, recipients and relevant notes/comments.
• Preparation and Formatting: Assist in the preparation and formatting of documents ensuring that they comply with established formatting and quality standards. Review documents for consistency in layout, font, and formatting to maintain a professional appearance.
• Generating Reports: Generate document reports and summaries as required, providing insights into document status, distribution, and usage. Compile data on document activities, such as distribution metrics and revision history, to facilitate informed decision-making and process improvement.
• Collaboration: Collaborate with project teams and other stakeholders to address document-related issues, concerns, and requirements. Actively participate in project meetings and discussions to provide input on document management strategies and support project objectives.
• Training and Support: Provide training and support to project team members on document management systems, tools, and processes. Offer guidance and assistance to team members to ensure they understand and adhere to document control procedures, promoting efficiency and accuracy in document management practices.

Key requirements include:

• Strong Organisation Skills and attention to detail
• Proficiency in Aconex, Asite, Viewpoint/4Projects, ACC, Newforma
• Strong Excel Skills
• Excellent Communication and collaboration skills
• Ability to work under pressure and meet deadlines
• Strong ability to Problem Solve and use initiative
• Experience coordinating and processing information on the behalf of the Lead Design Consultant, including subconsultants on large scale projects.

About the Studio

Our Worship St studio is located just a short walk from Shoreditch High St Station, surrounded by well-known bars and restaurants and with excellent travel connections. Our employees enjoy a comprehensive and competitive benefits programme, as well as the opportunity to attend events at several Populous-designed venues.

Why Join the Team?

• Work alongside passionate, creative individuals who lead their industry, transform ideas into reality and celebrate the beauty of human connection
• Enjoy various benefits, such as hybrid working and gym membership discounts
• Enjoy the opportunity to attend events at Populous-designed venues
• Connect and learn at regular social and knowledge sharing events including an annual conference and a weekend abroad Christmas party

How to Apply

Populous is an equal opportunity employer. If you’re ready to utilise your skills to support our growing practice, click “Apply” to begin the application process. In your application, please include your CV and a one-page letter of motivation (cover letter), salary expectations, and availability.