Senior Document Controller

JR United Kingdom; London; On-site; GBP 50,000 - 70,000; Full time

Job summary

A leading company in construction is seeking a Senior Document Controller to oversee document control processes within projects. This full-time on-site role involves managing a team, ensuring compliance with regulations, and collaborating with project stakeholders to maintain document quality and flow throughout the project lifecycle.

Qualifications

• Extensive experience in document control including leading or mentoring a team.
• Proficiency in EDMS platforms (e.g. Trimble Viewpoint for Projects).
• Knowledge of GDPR and legal document requirements.

Responsibilities

• Supervise and mentor a team of six Document Controllers.
• Manage EDMS templates and workflows.
• Conduct QA checks on documents uploaded by the team.

Skills

Attention to detail

Team management

Organizational skills

Communication skills

Tools

EDMS platforms

Job description

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The Senior Document Controller will be responsible for overseeing all document control processes within assigned construction projects ensuring compliance with organizational standards and industry regulations. This role involves managing Electronic Document Management System (EDMS), maintaining document quality and leading a team of six Document Controllers (DCs) while reporting to the Lead Document Control. As a key figure in project documentation, the Senior DC will collaborate with Construction Directors and the site team to ensure smooth document flow throughout the project lifecycle, from contract initiation to handover. The senior DC will also provide mentorship and training to the DC team, fostering a high-performance document control function. Please note that this will be a full time on site role.

Key Responsibilities:

• Supervise and mentor a team of six Document Controllers, providing training, guidance, and performance monitoring.
• Distribute workloads effectively, ensuring smooth workflows and adherence to project deadlines.
• Act as the first point of escalation for challenging document control issues.
• Provide feedback and performance evaluations to support team development.

Electronic Document Management System Administration (EDMS)

• Set up and manage EDMS templates and workflows in collaboration with the Lead Document Control
• Ensure documents adhere to company naming conventions, workflows, and folder structures
• Control user access permissions, granting and revoking as required.

Document Quality Assurance

• Conduct QA checks on documents uploaded by the team, ensuring accuracy and compliance.
• Perform regular audits on EDMS and physical site documentation to verify correct revisions are in use
• Proactively track outstanding document responses and follow up with relevant key players/stakeholders

Training & Support

• Organize training for internal and external users on EDMS workflows and best practices
• Support the team in maintaining document trackers (e.g. drawing registers, RFIs & sample trackers and handover reports)
• Encourage efficient document control and best practices across the team

Compliance

• Work with the project team to maintain the Golden Thread documentation from contract initiation to project handover.
• Maintain GDPR compliance and adhere to document policies and procedures
• Ensure QA documents are correctly linked between EDMS and other platforms
• Coordinate document archiving upon project completion

Project Handover

• Assist the project team in compiling contractor progress reports for clients
• Oversee compiling comprehensive handover documentation in collaboration with the team and project stakeholders using the EDMS
• Maintain up to date project directories throughout the project lifecycle
• Ensure sites upload the correct documentation to third party platforms (e.g. Building Control, Planning, Warranty portals) while maintaining copies on the EDMS

Qualifications

• Extensive experience in document control including leading or mentoring a team
• Proficiency in EDMS platforms (e.g. Trimble Viewpoint for Projects)
• High attention to detail with experience in compliance checks and document auditing
• Strong team management, organizational and time management skills
• Knowledge of GDPR and legal document requirements
• Strong Communication skills for effective collaboration with internal and external key players