Group Document Control Manager
Designer Group
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Benefits offered by this job
Job summary
Designer Group is seeking an experienced Document Control Manager to lead and develop the Document Control function across our projects. You will establish standards, governance and best practice, ensuring project information is controlled, distributed and handed over throughout the full lifecycle.
You will lead a team across multiple locations, work with Project Management, Engineering, Design and Quality, and implement EDMS systems like Viewpoint, Aconex and BIW to improve document management
Qualifications
- Significant experience in document control within construction or M&E.
- Proven leadership of document control teams across multiple projects.
- Strong knowledge of document control processes and governance.
- Excellent MS Office skills, including Excel, Word and Outlook.
Responsibilities
- Lead the document control function across projects, establishing standards and procedures.
- Develop and maintain company-wide document control templates and workflows.
- Ensure compliance with client requirements and contractual obligations.
- Mentor document controllers and support recruitment and training.
- Oversee EDMS usage and improve document management across systems.
Skills
Tools
Job description
Document Control Manager
Location: Dublin - Head Office, with project/site support
Contract: Full-time, Permanent
Designer Group is a leading international Mechanical & Electrical (M&E) engineering contractor, delivering complex projects for some of the world’s largest multinationals. With over 1,000 employees across Ireland, the UK, Europe, Africa and North America, we specialise in turnkey solutions for mission-critical sectors including data centres, pharmaceutical, industrial, commercial and infrastructure projects.
Our success is built on our people. We invest in continuous learning, provide opportunities to work on high-profile projects and foster a culture shaped by our values:
Safe | Trust | Respect | Challenge | Deliver
We are seeking an experienced Document Control Manager to lead and develop the Document Control function across Designer Group.
This is a key operational role responsible for establishing consistent document control standards, governance and best practice across our projects, ensuring project information is accurately controlled, distributed, maintained and handed over throughout the full project lifecycle.
You will provide leadership to our Document Control team, supporting Document Controllers and project teams across multiple locations while working closely with Project Management, Engineering, Design, Quality, Commercial and client teams.
The successful candidate will take ownership of document control processes and systems, ensuring that Designer Group has a scalable and consistent approach capable of supporting increasingly complex projects across Ireland and international markets.
- Lead the Document Control function across Designer Group projects, establishing consistent standards, procedures and ways of working.
- Develop, implement and maintain company-wide document control procedures, templates, registers and workflows.
- Ensure project document control processes comply with Designer Group requirements, client standards and contractual obligations.
- Establish document control requirements during project mobilisation and ensure appropriate systems and processes are in place before project commencement.
- Act as the internal subject matter expert for document control and project information management.
- Drive continuous improvement and standardisation across the Document Control function.
- Manage, mentor and support Document Controllers working across multiple projects and locations.
- Support the recruitment, onboarding and training of new Document Control team members.
- Establish clear expectations, responsibilities and performance standards across the team.
- Identify training and development requirements and support the continued professional development of Document Controllers.
- Provide guidance and escalation support to project-based Document Controllers.
- Assist with resource planning and allocation of Document Control personnel across current and upcoming projects.
- Oversee the effective use of document control and Electronic Document Management Systems (EDMS), including Viewpoint, Field View and client systems such as Aconex/BIW.
- Ensure appropriate project folder structures, naming conventions, workflows, permissions and document numbering protocols are established and maintained.
- Work with project and business stakeholders to improve the effective use of document management technology.
- Support implementation and optimisation of new document control systems, processes and digital tools.
- Ensure accurate management of incoming and outgoing correspondence, drawings, specifications, technical submittals and project documentation.
- Maintain effective controls around document revisions, approvals, status and distribution.
- Support project teams in establishing document control requirements at mobilisation stage.
- Ensure document registers, trackers, transmittals and project logs are maintained accurately and consistently.
- Monitor the timely distribution of approved design and technical information to project teams, subcontractors and other relevant stakeholders.
- Conduct regular document control audits across projects and identify corrective actions or areas for improvement.
- Monitor compliance with company and client document control procedures.
- Work closely with Quality, Engineering and Project Management teams to address information management risks.
- Provide regular reporting on document control performance, compliance and outstanding actions.
- Establish consistent requirements for project handover documentation and O&M manuals.
- Work with project teams to ensure handover requirements are understood from project commencement rather than addressed solely at project close-out.
- Monitor the compilation and completion of O&M manuals, as-built documentation, test records, certifications and client handover information.
- Ensure documentation is appropriately reviewed, approved, archived and transferred at project completion.
- Capture lessons learned from completed projects and incorporate improvements into future document control processes.
- Develop strong working relationships with Project Directors, Project Managers, Engineering, Design, Quality, Commercial and site teams.
- Liaise directly with clients, consultants and subcontractors regarding document control requirements where required.
- Represent the Document Control function during project mobilisation, coordination and management meetings.
- Ensure project teams understand their responsibilities regarding document creation, review, approval and information management.
- Provide practical guidance to project leadership on document control risks, requirements and best practice.
- Significant experience within Document Control in the construction, engineering or M&E sectors, ideally within complex or mission-critical project environments.
- Proven experience operating at Document Control Manager, Lead Document Controller or equivalent senior level.
- Demonstrable experience managing or mentoring Document Control teams across multiple projects.
- Strong knowledge of construction documentation, design workflows, technical submittals, project handover and information management processes.
- Extensive experience with Electronic Document Management Systems.
- Strong working knowledge of Viewpoint, with experience using systems such as Aconex, BIW, Field View or comparable EDMS platforms highly advantageous.
- Experience developing and implementing document control procedures, standards and workflows.
- Strong understanding of document revision, approval, distribution, archiving and audit requirements.
- Experience supporting project mobilisation and close-out activities.
- Excellent Microsoft Office skills, particularly Excel, Word and Outlook.
- Strong organisational, analytical and problem-solving capability.
- Excellent communication and stakeholder-management skills.
- Ability to work effectively across both head-office and project/site environments.
- Comfortable managing multiple priorities across concurrent projects and deadlines.
- A proactive leadership style with the confidence to challenge existing processes and drive improvement.
- Competitive salary, negotiable based on experience.
- 21 days annual leave, increasing with service.
- Healthcare and pension scheme with life cover.
- Clear career progression and professional development opportunities.
- Opportunity to shape and develop the Document Control function within a growing international engineering business.
- Exposure to major projects across Ireland, the UK and Europe.
- A collaborative, forward-thinking environment with the opportunity to work on landmark projects.
At Designer Group, Document Control is more than the administration of project information. Effective information management is fundamental to the successful delivery of complex engineering projects.
As Document Control Manager, you will have the opportunity to shape how the function operates across the business-developing our people, improving our systems, strengthening governance and establishing consistent standards as Designer Group continues to grow internationally.
You will play an important role in ensuring our project teams have access to the right information, at the right time, throughout the full project lifecycle.
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