Document Controller

Suretank Group; Dundalk; On-site; EUR 40,000 - 55,000; Full time

Benefits offered by this job

Competitive salary package

Company pension plan

Comprehensive healthcare plan

Death in Service Benefit

Long Term Illness Benefit

Discounted Gym Membership

Employee referral bonus program

Employee assistance program (EAP)

Free on-site parking at all locations

Free barista coffee machine on-site

Job summary

Suretank Group is seeking a meticulous Document Controller to manage project documentation from creation through archiving across multiple sites. You will file, classify, and control versions in the DMS, ensuring accuracy and easy retrieval for project teams and stakeholders.

You will maintain document registers, coordinate distribution, enforce standardised naming, and support quality assurance to meet industry standards and regulatory requirements.

Qualifications

• Degree in Business Administration, Information Management, or a related field preferred.
• 2-5 years of experience in document control or records management in a construction/engineering/project setting.
• Proficiency with document management software (SharePoint, Procore or similar) and MS Office.

Responsibilities

• Establish and maintain an efficient system for managing project documentation, both physical and electronic.
• Ensure all project documents are named, classified and indexed in the DMS.
• Coordinate receipt, storage, and distribution of documents to teams and stakeholders.
• Develop, implement and maintain document control procedures and standardized filing systems.
• Maintain a document register to log receipt, review, approval and distribution of documents.
• Serve as main point of contact for document-related inquiries from project teams and contractors.
• Audit document control systems for compliance with standards and regulations.
• Oversee archiving and retrieval of project documents for future reference.

Skills

Attention to detail

Communication skills

Problem-solving

Confidentiality

Education

Degree in Business Administration or Information Management

Tools

SharePoint

Procore

MS Office

Job description

Company Profile

Suretank Group is one of the leading manufacturers of Modular Solutions (OSM) e-houses and plantroom containerised sollutions. Established in 1995, Suretank Group operates from its headquarters in Ireland, with additional manufacturing facilities other global locations. As we continue to expand, we are committed to delivering excellence and innovation while fostering a culture of collaboration and growth.

Job Summary

The Document Controller is responsible for managing and controlling all project documentation, ensuring that all documents are correctly filed, tracked, and easily accessible. This role plays a critical part in ensuring the accurate and efficient management of documents throughout the project lifecycle, from creation to archiving. The ideal candidate will have excellent organisational skills, attention to detail, and a strong understanding of document management systems and industry standards.

Key Responsibilities

Document Management

• Establish and maintain an efficient system for managing project documentation, both physical and electronic.
• Ensure all project documents are accurately named, classified, and indexed in the document management system (DMS).
• Ensure that project documentation, including drawings, contracts, specifications, change orders, reports, and correspondence, is properly stored, tracked, and easily retrievable.
• Coordinate the receipt, storage, and distribution of documents to the appropriate teams, stakeholders, and project members.

Document Control Procedures

• Develop, implement, and maintain document control procedures, ensuring compliance with company and project-specific guidelines.
• Implement standardised filing and document naming systems to ensure consistency across all projects.
• Ensure that all project documents are properly version-controlled and that changes are tracked.
• Maintain a document register to log the receipt, review, approval, and distribution of all incoming and outgoing documents.

Coordination & Communication

• Serve as the main point of contact for all document-related inquiries from project teams, contractors, and stakeholders.
• Coordinate the flow of documents between different departments, ensuring that all stakeholders are updated with the latest versions of documents.
• Review and verify the completeness, accuracy, and consistency of documents before distribution.
• Assist project managers and engineers by providing them with the necessary documents for timely decision-making.

Compliance & Quality Assurance

• Ensure that all project documents comply with relevant industry standards, regulations, and legal requirements.
• Regularly audit document control systems to ensure documents are being correctly managed, filed, and distributed.
• Maintain a system to track the status of documents, including deadlines for review, approval, and action.
• Prepare reports on document control activities, identifying any discrepancies or issues for resolution.

Archiving & Retrieval

• Oversee the proper archiving of project documents at the end of a project, ensuring all records are safely stored and easily accessible for future reference.
• Implement and manage systems for retrieving archived documents as needed by project teams or for regulatory compliance.
• Maintain an organized database of archived documents for long-term retention.

Document Security

• Ensure that sensitive or confidential documents are handled according to company policies and regulations.
• Implement document security measures to control access, ensuring only authorized personnel can access or modify specific documents.

Training & Support

• Provide training and support to project teams on document control processes, tools, and best practices.
• Assist in troubleshooting document management system issues and ensure users understand how to navigate and use the system efficiently.

Qualifications

Education: Degree in Business Administration, Information Management, or a related field preferred.

Experience: 2-5 years of experience in document control or records management, preferably in a construction, engineering, or project-based environment.

Technical Skills: Proficiency with document management software (e.g. SharePoint, Procore, or similar systems) and MS Office (Word, Excel, Outlook).

Attention to Detail: Exceptional attention to detail and organisational skills, with the ability to manage multiple tasks and prioritise effectively.

Communication Skills: Strong written and verbal communication skills, with the ability to interact effectively with project teams, contractors, and clients.

Problem-Solving: Strong problem-solving skills with the ability to resolve document management issues in a timely and efficient manner.

Confidentiality: Ability to handle confidential and sensitive information with discretion and in accordance with company policies

Desired Skills

Industry Knowledge: Experience working in the construction, engineering or data centre industry is an advantage.

Document Management Systems: Familiarity with electronic document control systems (e.g., SharePoint, Aconex, Procore, or similar) and a strong understanding of digital filing systems.

Project Management Tools: Familiarity with project management software (e.g., Primavera, MS Project) is a plus.

Certification: Certification in document control or records management (e.g., from the Institute of Certified Records Managers or similar organizations) is a plus.

Company Benefits

• Competitive salary package.
• Company pension plan.
• Comprehensive healthcare plan.
• Death in Service Benefit
• Long Term Illness Benefit
• Discounted Gym Membership
• Employee referral bonus program.
• Employee assistance program (EAP).
• Free barista coffee machine on-site
• Free on-site parking at all locations.