Document Controller

This job is with Mace, an inclusive employer. At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. Within our construct business, we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential in every project.

Our values shape the way we construct and define the people we want to join us on our journey, they are:

• Safety first - Going home safe and well
• Client focus - Deliver on our promise
• Integrity - Always do the right thing
• Create opportunity - For our people to excel

Document controller to work on various projects within a Mace aviation sector, managing conject database management system alongside using clients document system throughout the construction project/s life cycle.

You’ll be responsible for:

• Ensure that all conject procedure/process guides, where applicable, are issued to all project design teams.
• Ensure that all conject procedure/process guides, where applicable, are issued to all project sub-contractors as part of tender documentation and as part of any starter pack.
• Read and understand all Mace conject process & procedures guides for their project, where there is an element of doubt, please refer to the information management team (IMT) leader for further guidance.
• Ensure the Mace team adheres to the project process & procedures and provide guidance when deviation occurs.
• Maintain the project work package list and ensure documents are being assigned to work packages, as per the Mace work packaging guidelines & in tandem with the sub-contractor viewing restrictions.
• Manage and control distribution lists as per the agreed distribution matrices.
• Run exception reports for Mace managers on a weekly basis.
• QA check all information coming on to the system and process accordingly, ensuring that all drawings can be read and printed correctly using the conject viewer and all aspects of the drawings/documents are in accordance with the procedures; otherwise apply ‘QA Rejected’ status to the information.
• Ensure all drawings and documents published to the system are associated to a document transmittal.
• Ensure that designers are publishing documents in accordance with the protocols and using the agreed distribution matrices.
• Distribute drawings to Mace package managers for authorisation and forward this information to the sub-contractors as per the conject procedures guide.
• Ensure that the agreed forced issue groups are set up so that sub-contractors issue all drawings and documents directly to the PIC.
• Issue subcontractor submittals to Mace package managers for authorisation and to lead consultants for ‘lead review’, any additional actions/distribution to be agreed with the Mace team.
• Run reports to show overdue actions on these documents from the consultants as part of the weekly reporting process.
• Publish Mace outgoing instructions on conject CMS to sub-contractors as required by the project commercial team.
• RFI’s will be issued directly to Mace package managers. However, the document controller can adopt the package manager’s user rights if the package manager is on holiday or unavailable.
• Produce RFI summary reports as part of the weekly reporting process.
• Provide on-site training and assistance to sub-contractors and designers.
• Attend all training provided by the information management team (IMT) as required.

You’ll need to have:

• IT skills covering Excel, Word, Access, Outlook.
• Knowledge and use of document control systems.
• Good organization and communication skills.
• Attention to detail and accuracy.
• Good inter-personal skills.

You’ll also have:

• Experience of web-based applications/software.
• Able to work effectively in a team environment.
• Experience of internet publishing.
• Results and quality focused individual.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organization. We are also open to discussing part-time, flexible, and hybrid working options if suitable within the role.