Document Controller

Barhale Holdings Ltd; London; On-site; GBP 28,000 - 40,000; Full time

Job summary

A leading civil engineering firm is seeking a Document Controller to manage document flow and compliance in their London office. The role involves coordinating with site teams and stakeholders to ensure all documentation is correctly maintained and distributed. Ideal candidates will have experience with EDMS systems, strong organisational skills, and a keen eye for detail.

Benefits

Competitive salary

Company Pension

Private Medical

Profit share scheme

25 days annual leave

Volunteering leave

Employee Assistance Programme

Flexible working arrangements

Qualifications

• Experience in Document Control Management in a busy site/office environment.
• Extensive administration experience.
• Ability to work with minimal supervision.

Responsibilities

• Manage the day-to-day throughput of designs and information.
• Maintain document control logs and review submissions.
• Prepare packs for review and ensure compliance.

Skills

Organisational skills

Communication skills

Attention to detail

Tools

EDMS systems (eB, ProjectWise, Sharepoint)

Aconex

Job description

About Barhale

Who are Barhale?

Barhale is a business founded on family values having been established by our Chairman, Dennis Curran in 1980. We are one of the largest privately owned civil engineering and infrastructure specialists in the UK, with over 40 years of experience in providing design, civil engineering and maintenance services working across multiple sectors including:

• Water
• Transport
• Built environment
• Energy

We operate as a tier one partner for blue chip, regulated and private clients, working as part of large frameworks, joint ventures and alliances, as well as on individual standalone projects developing long-term relationships based on delivering to the Barhale values which have been integral to our business since their inception in 1985.

Our direct delivery model is at the core of everything we do as we believe that people are our greatest asset. Therefore, we robustly source, train and retain all our own frontline delivery teams as well as management and support services. We employ over 1,200 employees nationwide.

We possess a range of specialist skills to support our civil engineering and infrastructure activities including:

• Tunnelling
• MEICA
• Temporary and permanent design
• Steel-fabrication
• Signs (design and fabrication)
• Health & safety equipment and products including PPE

Company Website:

https://www.barhale.co.uk/

Company Showcase Video:

https://www.youtube.com/watch?v=XFqsoclCUZA

Why join Barhale?

• As Gold Investors in People, we are committed to a high standard of people practices, creating an inclusive environment and ensuring cultural alignment to our business strategy, ethos and philosophies.
• Job security, long-term secured work through various frameworks and large infrastructure schemes
• Broad range of civil engineering and mechanical and electrical schemes across some of the UK's largest infrastructure projects and clients
• Strong career progression as demonstrated by our track record in promoting from within as we believe this is a key driver to our success
• Skills Development and Training

Document Controller

The Role

Reporting to the Site Manager the Document Controller is responsible for managing the day-to-day throughput of designs, drawings, and information from external designers for internal review and onward transmittal to the client and site teams.

For maintaining document control logs, recording all correspondence, and maintaining a database of key submission dates. Drawing, printing, and preparation of document submission packs. Assisting the Engineering Manager with design approvals and technical standards review, including maintenance of quality and project documentation.

Key Responsibilities

Key Accountability and Responsibilities

• Log all design information into and out of the office
• Maintain records of revisions and the status, of drawings
• Monitor submission dates and report compliance
• Prepare packs for review by the Engineering Manager
• Distribute completed designs to clients and sites
• Maintain up-to-date master office copies and drawing logs
• Print and organise hard copies of drawings as required
• Office administration
• Assist the Engineering Manager to organise/developing databases
• Maintain standard documents (CVs, competency matrices etc)
• Assist in the review process
• Arrange site audits to check compliance
• Periodically review IHS
• Provide standards when requested by the site
• Produces a report and schedule in accordance with Document Handover Report
• Implement, maintain, and administrate the EDMS as part of the project CDE
• To facilitate training of projects EDMS to the project team
• Integrate with the Project Controls Team (PCT) with regard to Knowledge Management (See Project Controls Execution Plan (PCEP)

Document Controller/Document Management Team (DMT)

• Collecting and managing all project documentation and its metadata
• Ensuring that documentation continues to be correctly collated, categorised, registered and stored and that records are created and retained
• Managing the distribution of documents between the project and its stakeholders in accordance with agreed workflows and the RACI matrix. (To be defined)
• Ensuring that all documents received or sent by the project are logged according to the agreed document management processes
• Ensuring that the current version of a document is available at the point of use
• Maintaining high-quality standards for internal and external communication and information management within a project

Key Measures and Targets

• Effective organisation of systems
• Timely production and distribution of drawings/designs
• Efficient maintenance and monitoring of the design progress matrix

Key Relationships

• Office team
• Client
• Designers
• Site teams

About you

Essential

• Previous experience working in a similar role, in a busy site/office environment
• Experience in Document Control Management using EDMS systems such as eB, ProjectWise, Sharepoint
• Extensive Administration experience
• Good organisational and communication skills
• Ability to work to deadline
• Ability to work with minimal supervision
• Attention to detail

Desirable

• Aconex software experience

Caring and investing in you

Our values have been embedded at Barhale for over 40 years and they are our guiding principle regarding how we care and invest in people. Our values are our commitment to being a people-centric company.

As a Gold Investors in People company and a Sunday Times 100 Best Company to Work For, we are committed to investing in people. We are passionate about creating a working environment where people are supported throughout their careers, where people can enjoy security and be part of a company that cares about them.

From the moment you join us, your wellbeing and career aspirations will be supported by;

• Competitive salary
• Company Pension
• Life Assurance
• Private Medical
• Profit share scheme
• 25 days annual leave in addition to 8 public bank holidays and loyalty days
• 8 hours leave of absence for volunteering
• Employee Assistance Programme to support your mental, physiological and financial wellbeing
• Flexible benefits via salary sacrifice
• Company car/green car scheme/car allowance/Van (dependent on position)
• Leadership & management training and coaching
• Regular line management engagement and appraisal to support your career progression
• Development supported by internal and externally delivered training
• Flexible working arrangements
• Annual salary review
• Continuous service awards