Document Controller

Salary: £222 – £252 per day

We are recruiting for a Document Controller for our clients based in North London

Our clients are a large, multi national Facades and Envelopes sub contractor. Experience in this field will be a huge advantage. Construction experience is ESSENTIAL.

As a document controller, you will be in charge of all controlled documents for the company, making sure everyone is on the same page when they need to be. You will also create, design, and maintain the architecture for document processes and procedures and enforce the proper chain of action and document identification.

Job Mission:

You will support the procedures maintaining transparent, up-to-date, and easily traceable documents. The general administrative and document control functions of the Design Department.

Key Responsibilities:

Ensuring that design information (both in and out of the company) is correctly and adequately recorded and distributed to all relevant parties, both internally and externally, including the downloading and uploading of information to web-based Document Management Systems. Periodically and as required, checking Document Management Systems to ensure that the design is based upon the most up to date and accurate information. Liaison with the Design Team Leaders and Designers is therefore required.

Copying / Scanning / Printing / Circulation of hard copy and electronic copy drawings and documentation.

Ensuring the correct storage of electronic data on the server and hard copy data in the project design folders.

Producing and publishing reports on drawing status using available registers and document control systems.

Ordering and maintaining stock of Design Department stationary.

Maintaining and circulating weekly itinerary for all Design Staff.

Archiving of drawings and documentation for completed projects.

General departmental administration, copying, circulating, and filing. Timesheet collection, maintaining holiday and absence records etc.

Administration of departmental processes and procedures.

Collating and coordinating as necessary all documentation required to compile project specific Operation & Maintenance Manuals in a timely manner and in accordance with either the ‘standard’ or project-specific format.

Liaising, resolving where possible, or relaying to the Designer any queries, clarifications or needs for information raised by other parties.

General assistance to the Design Manager.

Complying with all relevant Company Procedures, practices, and documentation.

Maintain confidentiality around sensitive information and terms of agreement.

Required Professional Competencies:

Setting vision and strategy: understanding and navigating the organization

Technical skills: proven skills in working with Office software (Word, Excel, Outlook, PPS, OS); Value-added technical or business skills

Planning and organizing: orchestrates and implements clear, efficient and logical approach to work and manages assignments, objectives and time; gives priority to service-affecting problems.

Management of Time and Priority Setting: manage one’s time; demonstrates self-discipline, controlling interruptions by molding the behavior of others who have varying priorities, and being time-effective and time-efficient.

Attention to detail: ensures quality in work delivered; has a critical eye on his/her work.

Thinking Clearly and Analytically: determining valid premises arriving at logical conclusions from them, separating fact from hearsay, unwarranted assumption, and false inferences, applying inductive and deductive logic appropriately, culling of logical fallacies, invalid premises and conclusions based on insufficient information.

Problem solving: Identify barriers that prevent achieving goals and standards. Involves the application of systematic sets of procedures to eliminate and reduce the problem origins and causes. Distinguishes between problems, symptoms and indicators, inputs, and outcomes, gathering and assessing evidence relating to causes and plotting a decision matrix and eventually choosing and recommending the best options.; is direct and assertive.

Required Core Competencies:

Results orientation: focuses on targets, quality and deadlines.

Creativity/Innovation: has the ability to come with new ideas, seizes opportunities, thinks “out of the box”.

Behavioral flexibility: embraces changes and has the ability to maintain efficiency in a changing environment and within a variety of dynamic work situations.

Tolerance for Stress: maintains control and performance in stressful situations; stays calm when problems arise, avoids letting day-to-day pressure get him/her down, does not take rejection personally, stays positive, puts problems behind once solved.

Self-starter: acts in a proactive way in anticipating issue and go beyond what is expected from them, shows confidence and believes in his/her own capacity to achieve results and tackle problems.

Ethics and Integrity: “walks the talk”, abides by business conduct guidelines and ethics; deals appropriately with confidential data.

Exploring: appraises own strengths and weaknesses; has the willingness to develop his/her own skills, knowledge and behaviour through on-the-job experiences and feedback from others.

Respect for the individual: demonstrates respect towards other team members, internal and external customers.

Work Standards – Excellence: sets high goals or standards of performance for themselves and the organization. Is dissatisfied with average performance.