Document Controller

ardmac; Dublin; On-site; EUR 40,000 - 52,000; Full time

Job summary

Ardmac is recruiting a Document Controller to manage documentation for a data centre construction project in West Dublin. The role involves ensuring accuracy, filing, and distribution in line with procedures and quality systems. Travel to the Carlow area may be required in early stages.

This is a one year fixed term contract reporting to the Project Manager. The ideal candidate will coordinate document control, drawing control, and project systems administration across ACC, Procore, Aconex,

Qualifications

• Diploma, Certificate, or Degree in Business Administration or related discipline preferred.
• Minimum 2–5 years' document control experience within construction, engineering, pharmaceutical, data centre, or industrial projects.
• Knowledge of ISO 9001 quality management systems desirable.
• Formal Document Control or Information Management qualification.

Responsibilities

• Establish and maintain the project's document control system.
• Manage the receipt, registration, distribution, storage, tracking, and filing of all project documentation.
• Ensure all documents are correctly numbered, formatted, approved, and archived per project procedures.
• Maintain master document registers and ensure records are up to date.
• Control revisions and superseded documents to ensure only current versions are available for use.
• Log and distribute design drawings and revisions from consultants and subcontractors.

Skills

MS Office

Document control

Revision control

Organisational skills

Communication

Education

Business Administration related degree

Document Control qualification

Tools

ACC

Procore

Aconex

Asite

SharePoint

BIM 360

Job description

Who we are

Ardmac is an award-winning international construction specialist that delivers complex high value workspaces and technical environments. We have been leading the way for over 40 years consistently providing the ultimate solution for high value working environments through our continuous investment into the best people, technology, and processes.

Join the team at Ardmac to gain experience in an environment of respect, professionalism and high collaboration teams. Competitive salaries and benefits packages are available as well as the opportunity to enhance learning and development for future growth.

We are seeking to recruit a Document Controller to work on an industrial project based in West Dublin - there will be travel to the Carlow area in the initial stages of the role. The position is initially on the basis of a one year fixed term contract with potential for future career development. The role reports to the Project Manager.

Job Purpose

The Document Controller is responsible for the management, control, distribution, and maintenance of all project documentation throughout the lifecycle of a data centre construction project. The role ensures that project information is accurate, up-to-date, properly filed, and distributed in accordance with project procedures, client requirements, and quality management systems.

The Document Controller plays a critical role in supporting project teams by maintaining document control processes, ensuring compliance with contractual requirements, and facilitating effective information flow between the client, consultants, subcontractors, and project management team.

Key Responsibilities

Document Management

• Establish and maintain the project's document control system.
• Manage the receipt, registration, distribution, storage, tracking, and filing of all project documentation.
• Ensure all documents are correctly numbered, formatted, approved, and archived in accordance with project procedures.
• Maintain master document registers and ensure records are up to date.
• Control revisions and superseded documents to ensure only current versions are available for use.

Drawing Control

• Log and distribute design drawings and revisions from consultants and subcontractors.
• Maintain drawing registers and transmittal logs.
• Ensure latest approved drawings are available to site teams and relevant stakeholders.
• Monitor drawing status and assist in tracking outstanding design information.

Project Systems Administration

• Administer project document management platforms such as Autodesk Construction Cloud (ACC), Procore, Asite, Aconex, SharePoint, BIM 360, or equivalent.
• Manage user access permissions and folder structures.
• Generate reports on document status, workflows, and approvals.

Quality and Compliance

• Ensure documentation complies with company procedures, ISO standards, client requirements, and project quality plans.
• Support quality audits by maintaining accurate and accessible records.
• Assist in the preparation and compilation of handover documentation, commissioning records, and O&M manuals.

Communication and Coordination

• Liaise with project teams, consultants, subcontractors, and clients regarding document submissions and approvals.
• Monitor review workflows and follow up on overdue documents.
• Support the project team in issuing RFIs, technical submissions, method statements, and other controlled documents.

Project Handover

• Coordinate the collection and verification of as-built drawings and operation & maintenance manuals.
• Prepare final document packages for client handover.
• Ensure all project records are archived in accordance with company and client requirements.

Qualifications and Experience required

• Diploma, Certificate, or Degree in Business Administration or related discipline preferred
• Minimum 2-5 years' document control experience within construction, engineering, pharmaceutical, data centre, or industrial projects.
• Knowledge of ISO 9001 quality management systems desirable
• Formal Document Control or Information Management qualification.

Skills and Experience

Technical Skills

• Proficient in Microsoft Office Suite.
• Experience with document management platforms (ACC, Procore, Aconex, Asite, SharePoint, BIM 360, etc.).
• Strong understanding of document numbering and revision control processes.
• Ability to manage large volumes of technical documentation.

Personal Skills

• Excellent organisational and time management skills.
• High attention to detail and accuracy.
• Strong communication and interpersonal abilities.
• Ability to work under pressure and meet project deadlines.
• Self-motivated with a proactive approach to problem-solving.