Document Controller

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

Job summary

A leading employment consultancy is seeking a Document Controller for complex multi-site projects mainly remote. The role requires managing documentation compliance, using tools like SharePoint and managing relationships with project delivery teams. Candidates should have experience in document control and the construction contract environment, ensuring all documentation is traceable and compliant with policies.

Qualifications

• Experience with document control methods and standards.
• Knowledge of construction contract environments.
• Ability to provide training and support on document control systems.

Responsibilities

• Ensure compliance with documentation policies and procedures.
• Administer all contractual documents and maintain traceability.
• Log and distribute instructions from various stakeholders.

Skills

Computer literacy in MS applications

Experience with Common Data Environments (CDE)

Relationship building with project teams

Knowledge of ISO 19650 BIM

Tools

SharePoint

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

We are an equal opportunities employer and welcome applications from all suitably qualified persons. 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.