Document Controller

Londinium Recruitment; London; On-site; GBP 35,000 - 43,000; Full time

Job summary

A leading contractor in commercial refurbishment seeks a Document Controller in London. The role involves managing document control processes across various projects, ensuring compliance and facilitating project coordination. Ideal candidates should have Aconex experience and demonstrate flexibility in handling multiple tasks, with the opportunity to join a dynamic team.

Qualifications

• 2-3 years Aconex EDM experience preferred.
• Experience in document management for main contractors.
• Capability to oversee multiple projects.

Responsibilities

• Manage daily document control tasks and project coordination.
• Train teams on Aconex and maintain project documentation.
• Support health checks and ensure compliance with document control standards.

Skills

Aconex EDM

Document Control

Project Coordination

Tools

Aconex

Plexus

SnagR

Job description

Document Controller
Main Contractor - Commercial Refurb & Fit out
GBP35,000 - GBP43,000 DOE
Projects Based (Central, West & South London)
Immediate Interviews

Our Client:

Reputable and market leading commercial refurbishment and fit out contractor, offering over 60 years of valuable experience. Specialising on build and design of projects ranging from GBP500k to GBP35m. Offering bespoke, high-end Refurb, Fit out, Alterations and Extensions on:

• Offices
• Restaurants, Cafes & Shops
• Schools & Student Accommodations
• Sports & Leisure Facilities
• Healthcare Wards & Clinics

Document Controller Responsibilities:

The current opening relates to the day to day management of Document Control and Project Coordination/Admin on sites located in various London locations.

The extent of role expectations will vary depending on the size, complexity of the project, You will report into the site Project/ Senior Project Manager.

Essential DC requirements:

• Ideally 2/3 years Aconex EDM experience.
• Document/Admin support experience for main contractor.
• Capable of overseeing more than one project at one time.
• Comfortable overseeing and running large schemes as Document Control lead.
• Flexible mentality and happy to visit sites in and around London.

DC Duties include:

• Ensure the project document control related tasks delegated by the Project Manager are suitably completed in preparation for site mobilisation and later handover (Project Commencement / Handover Checklists).
• Establish and provide training for ACONEX (project agreed DC system) to site team / Sub Contractors and Consultants to ensure each organisation / individual is suitably aware of system use and expectations.
• Champion project document control standards, systems, efficient flow of documentation, handover and close-out related to the project to ensure consistency.
• Create and maintain users on project electronic document control / defects management systems (Aconex, Plexus and SnagR).
• Ensure all drawings/documentation are correctly identified, distributed and filed/stored using agreed document control system and based on a project specific distribution matrix / chase responses particularly including consultant responses on Contractor Design information.
• Track and chase outstanding RFIs responses & outstanding Technical Submittals responses.
• Log CVIs / CAIs, site instructions received.
• Archive project systems data at project Handover.
• Support monthly cross project Document Control / Project Administration health checks assessments.

Project Coordination & Administration:

• Ensure the project administration related tasks delegated by the Project Manager are suitably completed in preparation for site mobilisation and later handover (Project Commencement / Handover Checklists).
• Set up hard copy site records folders for site office.
• Ensure set up of the electronic records folder system for the project.
• Champion and health check placement of records in the project electronic and hard copy filling system.
• Create and maintain project directory throughout project in tandem with Plexus contacts system.
• Ensure new contacts are captured on the directory as the project progresses.
• Manage project outlook diaries and meeting room co-ordination / catering for meetings where required.
• Support production and issue meeting minutes.
• Support on-boarding of new Collins staff to the project.
• Collate and maintain a record of holiday requests using central chart.
• Snagging - create users on SnagR and demonstrate how to use.
• Assist in the preparation, collation and issue of project reports and registers.
• Act as point of contact for external reprographics and courier provider.
• Collate stationary / cleaning products requirements for the project and order from Head Office.
• Collate PPE and welfare item requirements and order from Safety Signs.
• Populate H&S notice board if no Logistics Manager is in place.
• Scan in inductions and signing in sheets monthly and retain in Egnyte.
• Collate information for Smartwaste including request meter readings and track mileage of deliveries to site.
• Order equipment for site including IT equipment such as printers, waste paper recycling facility, water dispenser and fruit drop.
• Print and laminate signage based on planned logistics / Health & Safety requirements.
• Register operatives on site access arrangements throughout project if no Logistics Manager is in place.
• Collate and issue information for newsletter.
• Organise charity / local engagement events etc. for Considerate Constructors Scheme.
• Chase outstanding O&M uploads.
• Organise project celebrations.

Health and Safety:

• Ensure you support the maintenance of Health and Safety standards on site and that a safe environment is provided at all times.
• Ensure the retention and collation of SKA, BREEAM, and Leed required information through Smartwaste.

General Company Duties:

• Attend general client events as and when required.
• Attend specific project events as and when required.
• Assist with the external promotion of the company.
• Assist with staff development as and when required relating to Document Control.
• Assist with maintaining the company ethos and management style as the business progresses.
• Comply with all quality procedures.
• At all times consider environmental issues.
• In conjunction with company staff, ensure the compliance with ISO 9001, 14001 and OHSAS 18001.
• Agree and progress personal development appraisal targets and actions.

This is a fantastic opportunity to work with a rewarding and ever growing main contractor. If this role is of interest please APPLY NOW to avoid disappointment.