Document Controller (4projects)

Document Controller Required – Greenwich, South East London – £40 million Project!

Duties and responsibilites;

Responsible to assist Design Manager(s) in all design approval process, internal and external, as per the Company Procedures, with regards to managing Technical Documents on the Collaborative Tool / Data Base, and including organizing the print outs or additional information of CDs/DVD’s/external hard drives whenever necessary.

Responsible to administer the Collaborative Tool / Data Base for the Project(s), including updating folders structure, custom fields, list of users, workflows, etc., as per the project requirements and in line with the latest updates introduced by Technical Department into the standard set up of the Collaborative Tool / Data Base

Responsible to grant access to the project team members to the Collaborative Tool / Data Base within the agreed and verified security roles, ensuring that they have the appropriate level of permissions and that they are familiar with the required procedures and protocols upon logging into the software.

Responsible to regularly (daily/twice daily) verify Project Inbox in the Collaborative Tool / Data Base in order to monitor uploads of the documentation, followed by checking the validity of the documents through the completion of the Quality Check in accordance with the Company Procedures within the required timeframe (2 working days in average).

Responsible to liaise with the project team with regards to registration, flow, closure, dispatch and filing of any documentation produced, including but not limited to: RFI, NCR, MS, PTS.

Responsible to maintain Project Matrices, List of Authorised Codes and Templates up to date to reflect the latest changes, if any.

Responsible to create placeholders for the deliverables on the Collaborative Tool / Data Base, if required by the Design Manager(s) who will provide with the confirmed and approved list of deliverables.

Responsible to coordinate with the Design Manager(s) which set of documents forms part of the relevant package and link the content of each approved design package to a respective location on the Collaborative Tool / Data Base ( Static Virtual Containers or Dynamic Virtual Containers)

Responsible to liaise with the Project Assistant(s) and with Design Manager(s) with regards to any Correspondence & non-Technical Documents that form part of the packages that the Document Controller is required to collate within the respective location on the Collaborative Tool / Data Base.

Responsible to assist Design Manager with monitoring the performance of the Design Team including preparation and dispatch of project reports to the relevant team members and other parties, as requested.

Responsible to ensure that the site team has the access to the latest approved documentation. Responsible to electronically notify the relevant team members and other parties via the Collaborative Tool (Instant Notifications and/or Transmittal Matrix) of any project documentation being approved and ready for further use, and of any subsequent changes, respectively for Design Development, Procurement or Construction.

Responsible to organise printing of hard copies of the approved documents, as required by the Dispatch Matrix, and if required, keeping an updated set of copies available on racks or in files for project team usage.

Responsible to liaise between Project Management and [when applicable] the external company employed to organise H&S Files and Operational & Maintenance Manuals to ensure appropriate submission of the approved As-Built drawings for inclusion in such documentation, in accordance with the Company Procedures.

Responsible to effectively communicate between all relevant departments, to liaise between Client, Consultants and project staff for document control matters, supporting, advising, guiding and training on the correct use of the system and notifying them of any relevant changes and updates to the use of the system, set up and processes.

Responsible to maintain and complete the document control filing and archiving in accordance with the Company Procedures.

Responsible to manage Document Controller Assistant(s) and their work loads.

Desirable Criteria

4Projects Experience.
Good all round Document Control knowledge
Good IT skills (MS Office)
Capacity to work effectively within a team environment
Systematic problem solving ability
Organisational skills (prioritising tasks, respecting deadlines, methodical work)
Familiar with various web based document management systems