Careers

Document Controller

Purpose:

A document controller is a controller responsible for the timely, accurate and efficient preparation and management of documents. They control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects, or departments.

Experience, Qualifications & Training:

There are no official qualifications that are required to become a document controller; however, the following are recommended.

• National vocational qualifications (NVQ).
• Knowledge of ASITE, BIW, 4projects or any other document control system.
• An excellent grasp of Microsoft Office programs.
• Top-class typing and report writing skills.
• Detail-focused document organizing abilities.
• Familiarity with the relevant regulations regarding document keeping and handling.
• Able to proactively manage database changes using software management systems.
• Time-oriented approach to handling queries and tasks.

The desirable skills are:

• Strong IT skills in MS office including outlook, excel and word.
• Good attention to detail
• The ability to multitask
•  Highly organised
•  Excellent communication skills
• Proficient typing skills
• Minute taking

Principle accountabilities:

The Roles includes but is not limited to the following.

• Set up, copy, scan, and store documents
• Create templates
• Manage requests for documentation
• File documents in physical and digital records and ensure appropriate storage
• Review and maintain the accuracy of the records, editing where necessary to ensure they are up to date
• To liaise with and distribute project related information with all levels of the project team and potentially external parties
• Manage the processes around documentation within the organisation
• Maintain confidentiality around sensitive documentation
• Prepare ad-hoc reports on projects when required
• Coordinate project management activities, resources, equipment and information
• Assign tasks to internal teams and assist with schedule management
• Oversee project Design and procurement schedules
• Monitor project progress and direct any issues that arise
• Work with the Head of Design to eliminate blockers for the Design team
• Monitor XS Cad working hours, plans and expenditures
• Monitor outsource deliverables, timeframes, and programmes.
• Create and maintain comprehensive project documentation, plans and reports
• Ensure standards and requirements are met through conducting Design Department Audits

KPI’s

Performance indicators to measure documentations’ performance & status:

Weekly report to be shared with delivery time every week.

• Percentage of documents rejected due to quality / compliance issues
• Percentage of documents rejected by clients (for document control related reasons)
• Percentage of late documents
• Average review time
• Percentage of documents in the various statuses (for example: x% of documents in “Issued for Review”, x% of document in “Issued for Construction”, etc.)
• Status against TIDP
• Ensure constant communication with all project staff to identify potential problems, formulate recommendations, solutions, and report.
• Maintain established policies and procedures, objectives, quality assessment and safety standards.
• Demonstrable ability to work well within a team, under supervision.
• Demonstrates cost consciousness.
• Responds positively to the needs of customers, supervisors, and colleagues.