Document Controller

Suretank Group; Dundalk; Hybrid; EUR 38,000 - 52,000; Full time

Job summary

Suretank Group, a leading manufacturer of modular solutions, is seeking a Document Controller to manage project documentation from creation through archiving. You will ensure accurate naming, classification, indexing, and secure storage across electronic and physical files.

You will maintain a document register, support cross-team document distribution, and ensure compliance with industry standards. The role requires attention to detail, organisational skills, and experience with document

Qualifications

• Degree in Business Administration, Information Management, or related field.
• 2–5 years in document control/records management.
• Proficiency with document management software and MS Office.
• Excellent attention to detail and organisational skills.
• Strong written and verbal communication.
• Discretion with confidential information.

Responsibilities

• 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).
• Coordinate the receipt, storage, and distribution of documents to the appropriate teams, stakeholders, and project members.
• Develop, implement, and maintain document control procedures, ensuring compliance with company and project-specific guidelines.
• 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.
• Serve as the main point of contact for all document-related inquiries from project teams, contractors, and stakeholders.
• Regularly audit document control systems to ensure documents are being correctly managed, filed, and distributed.
• 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.
• Ensure that sensitive or confidential documents are handled according to company policies and regulations.
• Provide training and support to project teams on document control processes, tools, and best practices.

Skills

Attention to detail

Communication

Time management

Multitasking

Education

Degree in Business Administration / Information Management

Tools

SharePoint

Procore

MS Office

MS Project / Primavera

Job description

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.