Document Controller

Glencar; St Albans; On-site; GBP 26,000 - 38,000; Full time

Job summary

Glencar Construction in St Albans requires a proactive Document Controller to support the Senior Document Controllers and Document Control Lead, helping maintain the EDMS and handling day-to-day admin tasks.

You will ensure project information is properly archived, compliant, and accessible, with travel to surrounding areas as needed.

Qualifications

• Experience with EDMS like Viewpoint 4Projects or Autodesk Forma.
• Experience in information/document management for construction projects.
• ISO 19650 knowledge is desirable but not essential.

Responsibilities

• Maintain EDMS documents and revisions to ensure up-to-date repository and audit trail.
• Distribute information to internal, design and client teams.
• Ensure compliance with standards, protocols and security measures across projects.
• Invite and manage Autodesk Forma users, set permissions and metadata.
• Update trackers and reports to record progress and inform the team.
• QA check documents against information standards and workflows.
• Provide training sessions when required.
• Liaise with external consultants and subcontractors on document management needs.
• Coordinate tender packages, folders and related content with project team guidance.
• Support site teams with EDMS usage and ad hoc duties.
• Collaborate with other Glencar Construction areas to provide strong support.

Skills

Excellent communication

Self-motivation

Methodical

Organised

Team player

Able to follow processes

Education

ISO 19650 knowledge

Tools

Viewpoint 4Projects

Autodesk Forma

Job description

Location/Region: St. Albans HQ, with travel to projects in surrounding areas.

Job Summary

To work alongside our Senior Document Controllers and Document Control Lead in assisting with administrative tasks and helping to maintain the organisation of the electronic document management system (EDMS), in line with any project requirements and company standards. To provide cover for the document control team with day-to-day absences and workload demands.

Duties & Responsibilities

• Maintenance of documents and revisions to the EDMS to ensure complete and up to date repository of information that is correctly audited from all parties
• Distribution of information to the relevant internal, design and client teams
• Ensuring compliance across all project’s information in line with standards, protocols, and security measures
• Issuing Autodesk Forma invitations to new users and assigning them to the correct permissions; Uploading and revising files when required with correct metadata requirements, creating new/ updating new folders and assigning a workflow when required
• Produce and regularly update trackers and reports for the project to record progress and update the team
• QA Checking documents uploaded to the system in line with the Information Requirements and Exchange Strategy / (QA check information to company information standards and ensure it is distributed to the relevant workflows and review appropriately by internal teams)
• Providing training sessions when required
• Liaison with external consultants and subcontractors etc, regarding document management and approval requirements
• Maintain file structure in line with Tracker+
• Support site teams with the use of the EDMS and any ad hoc duties
• To coordinate any information such as tender packages, building control containers and subcontractor folders with guidance from the project lead/design manager/quantity surveyor and link the content required of each package in its respective location
• Coordination with external O&M company from Project start, assist in gathering information from Consultants and Subcontractors
• Working collaboratively and communicating effectively with other areas of the Glencar Construction business to provide exceptional support
• To work to the Company’s Quality, Environmental and Safety Management System standards and performance criteria including delivering the objectives set
• To co-operate on matters of health and safety and follow the training provided. To take reasonable care of personal and other’s health and safety at all times
• Any other duties consistent with the role of Document Controller as may be required from time to time.

Qualifications/Experience

• Experience of using Viewpoint 4Projects, Autodesk Forma or other Electronic Document Management Systems
• Previous experience of working in information / document management for a main contractor or similar within the construction industry is desirable
• Knowledge and understanding of ISO 19650 and how to implement this – Desirable but not essential
• Excellent IT skills – proficient in Microsoft suite of programmes (Outlook, Word, Excel, PowerPoint)
• Awareness of and adherence to company policies and health and safety requirements.
• Have a willingness to learn all elements of the construction and commercial process
• Able to follow clearly set-out processes
• Methodical, analytical, and organised with an attention to detail
• Excellent communication skills both written and verbal
• Ability to work well under pressure
• Personable and effective team player
• Open to feedback with a willingness to learn and improve.
• Self-motivated individual who can take initiative in day-to-day tasks