Document Controller

VINCI Building UK; Southall; On-site; GBP 32,000 - 42,000; Full time

Job summary

VINCI Building UK is seeking a Document Controller to manage the project CDE, control document numbering, filing and retrieval, and provide training to stakeholders across sites. You will ensure metadata quality, security rights, and compliance with project procedures.

Responsibilities include user permissions, document printing, hard copy records on site, and coordinating admin duties to support the commercial and project teams. UK driving may be required.

Qualifications

• Experience with Viewpoint for Project and MS 365 tools.
• Ability to manage design documentation and metadata.
• Comfortable handling large data from multiple sources.

Responsibilities

• Manage project CDE and control document numbering, filing and retrieval.
• Provide training and ongoing support to project stakeholders.
• Ensure design docs meet current approved status and security rights.
• Coordinate printing, on-site hard copy records and related admin tasks.
• Vetting, approvals, and monitoring of metadata and user permissions.

Tools

Viewpoint for Project

Excel

Teams

SharePoint

Job description

Role Overview

Working within the construction team, you'll manage the project common data environment (CDE) and provide ongoing training and support to project stakeholders.

As Document Controller with VINCI Building, you are responsible for the timely, accurate and efficient preparation and management of documents relating to a construction project, controlling the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects or departments. Additionally, you'll support the project team with administrative tasks & duties.

Please Note: To be eligible for this opportunity, candidates must already possess the right to work in the UK. Visa sponsorship is not available for this position, and applications requiring sponsorship cannot be considered.

The Role

Your day to day will include:

• Providing security control and all site based administrative support
• Manage and maintain all published design documentation in line with VCUK processes and procedures.
• Implement the project CDE, the project file structure, virtual file links, email file links, security rights, workflows and voting rights.
• Undertake regular checks of assigned security rights.
• Manage and approve user permissions.
• Validate metadata assigned to design documentation.
• Input VCUK Asset Data
• Vetting all internal & external activities, including but not limited to applications, leavers, and subcontractor(s)
• TQ & portal management (daily checking and informing affected staff, up & downloading documents.
• Undertaking ID Verifications; sending forms (SAL's) to subcontractors, chasing, logging and collating information.
• Verify that all published design documentation meets the current approved status.
• Monitor the flow of design documentation and advise on any non-compliance.
• Manage the printing of project design documentation.
• Maintain and control the hard copy record of all project design documentation on site
• Ensure that all As-Built Drawings, O&M Manuals, Health and Safety File and Post Construction Stage BREEAM documentation is uploaded to the project CDE.
• Monitor to ensure that site team are working to the latest issue of design documentation.
• Capture 'Best Practice' and share with CDE user group.
• Support all users of the project CDE in its application and use, providing guidance and training as appropriate.
• Organising meetings
• Assisting with the Commercial Team to chase Tenders and other information
• Other general admin tasks when required.

This role of Document Controller is great for you if you have:

• Comprehension of industry standard naming conventions.
• Competent experience with Viewpoint for Project, along with the Microsoft suite of tools, specifically Excel, Teams and SharePoint
• Experience of working on projects with large volumes of data and information from various sources

This is a crucial role covering multiple sites, therefore applicants must hold a full UK Driving Licence and be able to commute to the required projects across North London, Hertfordshire, Bedfordshire and Buckinghamshire on a daily basis.

We are VINCI Building

Operating from our network of offices throughout England and Wales, VINCI Building delivers new build, refurbishment and associated fitout works, with particular expertise in the education, healthcare, industrial, air, retail, commercial and mixed-use sectors.

We focus on technical excellence and experience to sustainably deliver best value for our clients. We understand and respond to the challenges of the modern built environment.

Our goal is always to build strong partnerships with our customers and stakeholders to ensure success by unlocking your strategic vision and turning it into a deliverable scheme. We are active in a wide range of sectors and value bands, allowing us to provide a regional service with national resources.

VINCI Building delivers complex projects and programmes, blending our corporate stability with the local knowledge our teams offer.

Sustainability is at the heart of our approach, and we are committed to respecting and protecting the environment in everything that we do. We take the time to understand and make a positive difference to each community that we work in to ensure that our projects leave a lasting legacy.

Fairness, Inclusion and Respect (FIR) at VINCI Building is about recognising and celebrating each other's differences and what they bring to the team. Harnessing this diversity and applying the experiences, abilities and unique qualities of individuals will enhance our business; therefore, we commit to equity of opportunity and fair treatment of all current and potential employees and encourage job applications from all.

Should you require any reasonable adjustments to be made as part of the application process, please contact us directly.

VINCI Building recognises the importance of helping our employees balance their work and home life by offering flexible working arrangements across many of our roles which include working from home to enable employees to balance their working life with other priorities.