Document Controller

The minimum expectation of works a Document Controller will be required to carry out on all sites are as follows:

Training Matrix – The Training Matrix is an excel spread sheet which records all of our onsite employees training records. This helps us to ensure that workers have the relevant training required to carry out specific works on site and that their training is due too or hasn’t expired. This tool is essential to the PM to monitor his workforce safety compliance and helps ensure operatives are set to tasks that they are trained to do by their manager/supervisor.

Drawing Register – The company have their own drawing register template that needs to be compiled throughout the duration of the job we are carrying out. As we are generally acting as a sub-contractor, these drawings will be issued to us via the client. This meaning the client will have their own version of a drawing register. We need to keep an up to date version of the client drawing register as well as our own, both saved on ECM. The purpose of this register is to ensure that the site team are always working to the latest drawing. Any changes must be flagged by the document controller to the team so all work is carried out to the latest document.

RFI Register – Throughout the duration of almost any job we will need to ask the client to give us more or release certain information in order for us to change, continue on or carry out part of our works. The relevant information will be passed on to the Document Controllers by the engineers or project managers for recording on the register and individually within folders on ECM. This is vital information that is needed to keep complete up to date records of. The project manager and engineers will use this tool to monitor if they are getting information when they need it. It will also be used historically to indicate whether or not the information was release in time to construct.

Handover Register – The company produce clients with a handover document once certain parts of jobs we undertake have been completed. Handovers are then signed off by a representative from the client and member of our site team. A register for these documents is to be completed in order for us to keep a record of sections that have been signed off. This document will also be used historically to monitor handover of areas against programmed dates.

As Built Register – As-Built can coincide with handover documents, meaning at times these are issued alongside the relating HOD and uploaded on to ECM individually and combined with the HOD. A register for As-Builts are to be kept so we can keep a record of As-Builts the engineers have produced and issued to the client.

Waste/Material Transfer Register – We need to keep a record of all waste and materials that enters and leaves site, the register is created using information from our own POD Father tickets and/or the company we are using to deliver or remove the relevant waste/material.

NCR Register – A record of Non Conformance Reports needs to be kept, these are generally issued to us via the client, normally through their company workspace – Asite, Conject etc. We generally classify non-conformance reports as either minor or major, depending on the effect it has had on costings and the time taken etc. The monitoring of this document by the project management team aids in closing out defects during the build.

Tool Box Talk Register – Tool box talks are given on site a minimum of two times a week, it’s handy to keep a record of tool box talks given so we can ensure we are covering all areas of safety for our employees and not repeating the same Toolbox Talks unless needed.

Temporary Works Register – A Register needs to be kept for all Temporary Works used on site. This way we can ensure we are keeping a valid record of all temporary works created with the relevant supporting documents for Health and Safety purposes.

COSHH Register – For all hazardous substances we have coming in to site, we need to keep a register to ensure we know what is on site, where they should be stored, how long they can be stored for and if they have been delivered to site with the supporting risk assessment for use.

Document Submittal Register – By producing a document submittal register we can keep track of all documents we have either been submitted or submit back to the client, some of these documents might need to meet contractual agreements, so a register is an easy way of keeping track of the documentation received and submittal dates.

Method Statement Register – This is to be kept on site so we can see which method statements are actively being used on site or have been finished with. This will also help with ease of locating a Method Statement via the number they are allocated when saved to ECM.

Risk Assessment Register -This document works hand in hand with the method statement and is to be kept on site so we can see which risk assessments are actively being used on site or have been finished with. This will also help with ease of locating a Risk Assessment via the number they are allocated when saved to ECM.

There will be other responsibilities outside the above job spec and you should be able to demonstrate a positive attitude.

Please apply by sending your CV