Document Controller

Hollybank Trustees Ltd; Galway; On-site; EUR 35,000 - 55,000; Full time

Benefits offered by this job

Competitive base salary and pension

22 days annual leave

EAP – 24/7 confidential counselling

Monday to Friday, early finish onFrid•

Job summary

Glanua Limited is seeking a Document Controller for its Loughrea, Co. Galway operation. You will control company and project documentation, ensure compliance with procedures, and maintain both electronic and hard-copy records for clients and professionals.

The role requires at least 5 years in documentation or information management, with experience in BIM 360 Docs and SharePoint advantageous. The company offers a competitive salary, pension, and a Monday–Friday work week.

Qualifications

• 5 years minimum experience in Documentation or Information management.
• Qualification in Information Management or Office Administration desirable.
• Experience with BIM 360 Docs and SharePoint is preferred.

Responsibilities

• Controlling company and project documentation.
• Following and improving document control procedures.
• Ensuring all documentation meets formal requirements.
• Sorting, storing and retrieving documents for clients and professionals.
• Producing document progress reports for senior managers.
• Conducting regular reviews and document audits.
• Liaising with project teams to ensure timely sharing of documents.
• Maintaining audit trails and confidentiality.

Skills

Information management

Administration

Education

Information management qualification (desirable)

Tools

BIM 360 Docs

SharePoint

Cloud-based DMS

Job description

Location: On site / Loughrea, Co. Galway, Ireland
job type: Permanent / Full-time
Sector and subsector: Corporate Services | Administration
Salary: Negotiable salary

Role: Document Controller

Location: Loughrea, Co. Galway

Type: Permanent

The role of the Document Controller is outlined as follows:

The Role & Candidate:

• Controlling company and project documentation
• Following and improving document control procedures
• Ensuring all documentation meets formal requirements and required standards.
• Sorting, storing and retrieving electronic and hard copy documents on behalf of clients and industry professionals.
• Producing document progress reports for senior managers
• Conducting regular reviews and document audits
• Using computers to organise and distribute documents within a company.
• Helping in the planning stages of a specific project
• Ensure documents are shared at key times to facilitate timely project completion.

The main duties and responsibilities of the Document Controller are outlined as follows:

Primary Duties and Responsibilities:

• Implementation of new changes to the document management system across the Glanua Ireland business.
• Distribution of project documentation received from external sources to the relevant team members.
• Working closely with various Management Teams to help establish and maintain procedures compliance on BIM 360 Docs and SharePoint as our primary document management systems.
• Undertake all document management tasks – maintaining an audit trail for incoming documentation.
• Ensure all outgoing information is controlled and traceable.
• Manage QA procedures and processes ensuring compliance with Glanua company procedures is always maintained.
• Report to project teams on non-compliance to company procedures
• Engage with Project Teams to provide upskilling and training on our BIM 360 document management system.
• Liaising with the Digital Lead, BIM Coordinators, Design Managers, Project Managers and site staff for all documents submissions.
• Provide brief status reports to synopsize projects progress.
• Ensure the timely, accurate and efficient distribution of information in order to maintain the agreed construction programme and deliver our client requirements.
• Maintain confidentiality around sensitive documentation.

The prior knowledge, skills and experience required of the Document Controller are outlined as follows:

Knowledge, Skills, and Experience:

• Proven experience of implementing or using existing web-based information management systems.
• Qualification in or previous experience of Information Management, Office Administration or similar field is desirable though not essential as training will be provided to the right individual.
• 5 years minimum experience in Documentation or Information management, ideally within the construction industry.
• Previous experience of implement and managing cloud-based document management systems is preferable.

What we offer you:

• The opportunity to join an ambitious and growing organisation.
• Competitive base salary and pension
• Monday to Friday working week, finishing early on Fridays.
• 22 days annual leave plus ten bank holidays.
• Access to EAP – 24/7, 365 days confidential employee counselling service, free for employees and their families.

Glanua Limited is an equal opportunities employer.