Senior Document Controller

Costain Group PLC; Gloucester; On-site; GBP 40,000 - 55,000; Full time

Job summary

A leading engineering firm in Gloucester is seeking a Senior Document Controller to lead document management and compliance efforts. Responsibilities include overseeing documentation processes, ensuring quality standards, and providing training to team members. The ideal candidate will have significant experience in document control, excellent communication skills, and the ability to manage multiple priorities effectively. This position offers a dynamic work environment with opportunities for professional development.

Qualifications

• 5-7 years of experience in document control or information management.
• Strong organizational and time-management skills.
• Excellent communication skills, both written and verbal.

Responsibilities

• Implement and manage document control processes and systems.
• Ensure all documentation meets quality standards.
• Liaise with project managers and external parties.
• Generate and maintain reports on document status.

Skills

Document control software familiarity

Strong organizational skills

Excellent communication skills

Attention to detail

Education

Significant experience in document control

Tools

MS Office applications

Electronic Document Management Systems

Job description

Leadership and Strategy: Lead a document control team, setting objectives and ensuring alignment with the overall project goals. Develop and implement document management strategies that enhance efficiency, quality, and compliance. Serve as the primary point of contact for all matters related to document management within the project team and across the organisation.

Document Management Systems: Oversee the implementation and optimisation of the document management system (DMS) and processes. Ensure the DMS supports project needs, is aligned to the needs of our clients and Costain is both user-friendly, and adheres to security protocols.

Quality Control and Compliance: Establish and maintain document control procedures and standards that comply with Costain's Processes, Llegal, regulatory, and industry requirements. Conduct regular audits to ensure adherence to document management policies and procedures, addressing any issues of non-compliance.

Collaboration and Communication: Through efficient document management, facilitate effective communication and information sharing among project teams, clients, and stakeholders.

Training and Development: Provide training and support to team members on document control systems, procedures, and best practices. Encourage continuous improvement and professional development within the document control team.

Record Keeping and Archiving: Ensure accurate and timely processing, distribution, and storage of all project documents. Manage the archiving process for project documentation, ensuring long-term preservation and accessibility in compliance with legal and company requirements.

Reporting and Analysis: Generate comprehensive reports on document status, compliance, and performance metrics for senior management. Review and Analyse document management processes that are in place for effectiveness and efficiency, recommending and implementing improvements. Using these Lessons Learnt to improve our offering to our Clients.

Click the link for the job description, responsibilities, and qualifications - PRJF06 - Senior Document Controller.pdf Responsibilities Responsibilities

Responsibilities

• Document Management: Implement and manage document control processes and systems for accurate recording, updating, and tracking of all project documents, responsible for maintaining the accurate records of company documentation, and meeting formal requirements.
• Quality Control: Ensure all documentation, including drawings, reports, and records, meets quality standards and is in compliance with project requirements and industry regulations.
• Collaboration: Liaise with project managers, engineers, and external parties to coordinate the distribution and flow of documents. Facilitate effective communication and document sharing across all project phases.
• Version Control: Manage and maintain version control of project documents to ensure that the most current and accurate information is available to all stakeholders.
• Training and Support: Provide training and support to project team members on document control procedures and systems. Ensure that all personnel are aware of the document management policies.
• Reporting: Generate and maintain reports on document status, progress, and compliance for project teams and management.
• Archiving: Oversee the proper archiving of project documents and records in accordance with legal, regulatory, and company requirements.
• Document Management Systems: In-depth knowledge of electronic document management systems (EDMS) and related software applications.
• Industry Standards: Familiarity with industry standards for document control, quality management systems, and the specific regulations affecting document management within the engineering sector.
• Compliance and Regulatory Requirements: Understanding of legal, regulatory, and compliance aspects related to document and records management, including data protection laws.
• Leadership and Team Management: Ability to lead and manage a team of document controllers, including setting objectives, assigning tasks, and monitoring performance.
• Organisational and Planning: Strong organisational skills to manage large volumes of documents and complex information systems. Ability to prioritise tasks and delegate effectively.
• Communication: Excellent communication skills, both written and verbal, for liaising with project teams, stakeholders, and external parties. Ability to clearly convey document management processes and requirements.
• Analytical and Problem-Solving: Ability to analyse document management processes, identify issues, and implement solutions to improve efficiency and compliance.
• Attention to Detail: Meticulous attention to detail to ensure the accuracy, completeness, and quality of documents.
• Technical Proficiency: Competence in using IT systems, databases, and office software. Adaptability to new technologies and software in document and information management.
• Experience in Document Control: Significant experience (typically 5-7 years) in document control or information management, preferably within engineering, construction, or a related technical field.
• Project Management Experience: Exposure to project management practices and understanding of how document control activities integrate with project execution.
• Leadership Experience: Proven experience in leading a team, managing staff, or overseeing document control functions on large projects or within a sizable organisation.

Qualifications Essential

• Familiarity with document control software and database systems.
• Strong organisational and time-management skills, with the ability to handle multiple tasks simultaneously.
• Attention to detail and commitment to accuracy.
• Excellent communication skills, both written and verbal.
• Proficient in MS Office applications and document management systems.
• Ability to work independently and as part of a team

Qualifications Desirable

• Professional Certification: Certifications related to document management, project management, or quality management (e.g., PMP, Certified Document Controller, etc.)