Document Controller required for City centre based organisation

12month contract

Salary Neg

The Role of the Document Controller
Our Client is seeking a candidate to fulfil the role of Document Controller to support the Project Management Department. The candidate will be responsible for working as part of the Document Control function in conjunction with the organisations Project Managers in maintaining the organisations document control procedures.

The candidate must be experienced in using web-based collaborative document control applications. Reporting to a Senior Project Manager, the Document Controller will work with other Document Control staff and with Project Managers to implement the electronic and physical document management system and contribute to continuous improvement of existing process flows.

The position is a contract/temporary appointment [12 months].

Our client uses a fully integrated electronic document management system from which facilitates the delivery of capital projects through the phases of concept, scope development, pre-qualification, tendering, negotiations, design, construction and handover. The system manages the document collaboration between the organisation and both internal and external parties.

Duties of the Document Controller

These shall include:

Implementation of the Project File Structure (PFS) in accordance with the organisations Project Management Procedures.

Checking/auditing of the revision control of all project documents.

Issuing and tracking of all documents, both internally and to external parties in accordance with the organisations Project Management Procedures.

Creation of the electronic workspaces for separate work stages as per the PFS.

Filing all project-related documentation received in both electronic and hard copy format. This filing will include loading documentation  onto web based system or other web-based collaboration systems used for document management.

Monitoring the information flow between the Project Team and external parties.

Coordinating and expediting the distribution of information among all Project team members, including preparing and maintaining a document distribution matrix in conjunction with the Project Manager.

Providing training in use of web based application to third party users granted access to the document management system.

Acting as a first point-of-contact helpdesk/troubleshooting support to users of the system

Implementing and maintaining an index of all current documents and a log of all transmittals (both in and out). All documents must be date recorded.

Periodical auditing of project files to ensure compliance with the organisations Project Management procedures.

Archiving of the project related documents as in accordance with the document control procedures defined in the project management procedures. In addition to the archiving, the document controller will coordinate with the Project Sponsor in the handover of documents as defined in the contract.

Qualifications and Experienced Required

Ideally the person will have at least 3 years experience (preferably gained in a construction-related environment) as a document controller or contract administrator within a quality management system.
Proficiency in electronic document management systems is essential. Experience in the use of Asite Ò would be an advantage.
An understanding of construction related documentation would be preferable but is not essential.
Certification in Microsoft office programs would be an advantage, especially in Microsoft Project, Microsoft Visio, and InfoPath.
Experience in providing training to document system users would be an advantage.
The successful candidate should be able to demonstrate strong organisational skills and an ability to work in a busy, collaborative team environment.