Document Controller

Pontoon; Warwick; Remote; GBP 30,000 - 45,000; Full time

Job summary

A leading company seeks a Document Controller for a 6-month contract based in Warwick, offering mainly remote work options. The successful candidate will manage complex project documentation, ensuring compliance with policies while collaborating with project teams and external contractors. Candidates with experience in document control and strong IT skills will thrive in this role.

Qualifications

• Experience with standard MS applications, particularly Excel, PowerPoint, Word, and SharePoint.
• Extensive experience using Common Data Environments (CDE) and collaboration software for document control.
• Knowledge of project handover records and CDM Health & Safety file requirements.

Responsibilities

• Provide Document Control for multi-site projects, ensuring compliance with documentation.
• Interface with contractors to administer contractual documents.
• Maintain and update various project documents and distributions, ensuring audit trails.

Skills

Computer literacy

Project delivery

Continuous improvement

Tools

SharePoint

MS Excel

Autodesk

Job description

Document Controller

Warwick/Midlands (Mainly remote)

6 Month Contract

Job Purpose

To provide Document Control for complex multi-site Projects to ensure the delivery of compliant and traceable project documentation.

Key Accountabilities

• To be the key interface with the Main Works Contractor's document controller(s) and systems to ensure all contractual documents are correctly administered in compliance with policies and procedures
• To prepare document transmittal notes and maintenance of all documents received and issued by the Project Team(s)
• To ensure all documents are reviewed and approved by relevant individuals / functions prior to issue and internal SLAs and contractual deadlines are met for the completion of document reviews and responses
• To ensure changes and the current revision status of documents are identified and remain legible and readily identifiable.
• To ensure documents of external origin are distributed to correct individuals and/or departments in correct time scales in line with contractual obligations.
• To ensure all documentation generated across the project life cycle is controlled, traceable and the issue
• status recorded to ensure an adequate audit trail. Produce simple MI and reports for management on overdue workflows and document volumes to prompt compliance and continuous improvement
• To ensure there is no unintended use of obsolete documents and apply suitable identification if they are to be retained for any purpose.
• To log, distribute promptly and keep updated various instructions from consultants, clients, project managers etc.
• Establish and maintain a Request for Information system, providing reports to the Project Team.
• Provide guidance to Project Teams on the operation and functionality of the document control system and source training, technical and procedural support for all users.
• Thoroughly police the procedures and standards defined in the project's protocols and procedures.
• Review all comments made on documents to ensure that they have been added electronically and form part of the audit history

Knowledge, Experience & Technical Knowhow

• Experience of computer literacy in the use and application of standard MS applications, in particular Excel, PowerPoint and Word and SharePoint
• Extensive experience in the use of Common Data Environments (CDE) and/or collaboration software for document control such as SharePoint online, Autodesk etc
• Experience of project delivery and using naming conventions and metadata in Document Control
• Awareness of Construction contract environment, including contractual terms of conditions and processes
• Experience of working across teams and building relationships and working closely with project delivery teams
• Experience of managing formal documentation control, including process flow and knowledge to ISO 19650 BIM
• Experience and Knowledge of project handover records and CDM Health & Safety file requirements
• Experience in creating a culture of continuous improvement through the use of systems and procedures

Note - if you do not hear back within 48 hours of applying, please assume you have been unsuccessful on this occasion, however, we will have your CV and contact details on files should something more suitable arise.

Pontoon is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive.