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Job Description

Role Overview: Project Document Controller

The Successful candidate must have a minimum of 5+ years experience as a Document Controller, and have a Construction industry background, be able to work across multiple projects  at site level and Support the Lead Document Controller in overseeing other Projects and staff as and when needed 

The successful candidate must have experience in overseeing and managing all document management activities on our existing Projects. This role is critical in ensuring that project documentation is accurately maintained, securely stored, and efficiently distributed using ACONEX.

The Successful candidate will be responsible for ensuring compliance with company document control procedures, industry standards across their projects and within the business unit, and supporting the project team in achieving project objectives.

A minimum of 5 years Experience and a Practical Working Knowledge of Aconex at a Project administrator Level is Essential  

DOCUMENT CONTROL DUTIES – To include but not limited to

Ensure high standard of Quality Assurance for All project Documentation – all information is compliant with project naming conventions, and document control protocols, ISO requirements .
Ensure the accuracy, integrity, and security of all project documentation.
Registering received Information within EDMS where required.
Revision and Status control of all project documentation
Maintain and ensure integrity, accuracy, quality, security of Electronic Documents
Maintain and ensure integrity, accuracy & Quality of Document Registers
Maintain and ensure integrity and accuracy of Electronic and Master Hardcopy (Where required) of documents.
Effectively manage the flow of Project Information and Maintain Document Distribution lists.
Monitor & Manage Workflows process for Consultants / Design Team Documentation
Ensure full auditability & Traceability of Design Coordination process for Consultants / Design Team in order to fulfil all Golden thread obligations  
Monitor & Manage Workflows process for Review & Status of Sub Contractor / Supplier Documentation
Ensure full auditability & Traceability of approval process for Sub Contractor / Supplier Documentation in order to fulfil all Golden thread obligations 
Monitor & Manage Workflows process for Client / Employers Agent 
Manage and Maintain Project Directory within EDMS
Generate Reports within EDMS for project as required.
Accurate Retrieval of information
Coordination of Information for Operation and Maintenance Manuals and Project Handover, Both Electronic and Paper files where required.
Assist with other projects and duties as required.
Promote Process, Systems and Service.
Provide Training & Guidance for Project Teams (New Starters, Internal & External) at all levels for EDMS.
Ensure Aconex Project Administration is Carried out, Correct Security settings assigned and Maintained for All Users / Organisations
Collaborate with Quality team and Assist in Defects and Inspections on Field 
Provide assistance & Support to Lead Document Controller
Regular Weekly reporting on Status of Documents in Document Register, Chase originators where required. 
Carry out Regular Project Audits to ensure we maintain Quality and Project Health. 

Qualifications

Minimum of 5+ years experience as a Document Controller,
Construction industry background and experience of working on a construction site environment
Experience in monitoring various document control processes and assurance.
Extensive knowledge and experience with Electronic Document management systems, MS office suite, Adobe, PowerPoint.
A minimum of 5 years Experience and a Practical Working Knowledge of Aconex at a Project administrator Level is Essential
Must be Customer / Client / Project focused with Excellent Oral and Written Communication Skills
Excellent attention to detail and accuracy, and able to work with high volume and large variety of documents
Highly organised and Process driven.
Familiarity with relevant industry standards and regulations, including ISO 9001. ISO:19650
Able to Work independently and in a team environment.
Able to Prioritise workload, work under pressure and within specified deadlines.
Self-Motivating and Self-Auditing and have High Quality Standards
Must have experience with Sub Contractor & Supplier Approval Processes