Senior Document Controller in Manchester

Leadership and Strategy: Lead a document control team, setting objectives and ensuring alignment with the overall project goals. Develop and implement document management strategies that enhance efficiency, quality, and compliance. Serve as the primary point of contact for all matters related to document management within the project team and across the organisation.

Document Management Systems: Oversee the implementation and optimisation of the document management system (DMS) and processes. Ensure the DMS supports project needs, is aligned to the needs of our clients and Costain, is user-friendly, and adheres to security protocols.

Quality Control and Compliance: Establish and maintain document control procedures and standards that comply with Costain’s processes, legal, regulatory, and industry requirements. Conduct regular audits to ensure adherence to document management policies and procedures, addressing any issues of non-compliance.

Collaboration and Communication: Facilitate effective communication and information sharing among project teams, clients, and stakeholders. Collaborate with project managers, engineers, and key personnel to ensure documentation reflects current project status and requirements.

Training and Development: Provide training and support to team members on document control systems, procedures, and best practices. Encourage continuous improvement and professional development within the document control team.

Record Keeping and Archiving: Ensure accurate and timely processing, distribution, and storage of all project documents. Manage the archiving process for project documentation, ensuring long-term preservation and accessibility in compliance with legal and company requirements.

Reporting and Analysis: Generate comprehensive reports on document status, compliance, and performance metrics for senior management. Review and analyse document management processes for effectiveness and efficiency, recommending and implementing improvements.

Responsibilities:

• Document Management: Implement and manage document control processes and systems for accurate recording, updating, and tracking of all project documents, responsible for maintaining the accurate records of company documentation, and meeting formal requirements.
• Quality Control: Ensure all documentation, including drawings, reports, and records, meets quality standards and is in compliance with project requirements and industry regulations.
• Collaboration: Liaise with project managers, engineers, and external parties to coordinate the distribution and flow of documents.
• Version Control: Manage and maintain version control of project documents to ensure that the most current and accurate information is available to all stakeholders.
• Training and Support: Provide training and support to project team members on document control procedures and systems.
• Reporting: Generate and maintain reports on document status, progress, and compliance for project teams and management.
• Archiving: Oversee the proper archiving of project documents and records in accordance with legal, regulatory, and company requirements.

Knowledge, Skills, and Experience:

• Document Management Systems: In-depth knowledge of electronic document management systems (EDMS) and related software applications.
• Industry Standards: Familiarity with industry standards for document control, quality management systems, and the specific regulations affecting document management within the engineering sector.
• Compliance and Regulatory Requirements: Understanding of legal, regulatory, and compliance aspects related to document and records management, including data protection laws.
• Leadership and Team Management: Ability to lead and manage a team of document controllers, including setting objectives, assigning tasks, and monitoring performance.
• Organisational and Planning: Strong organisational skills to manage large volumes of documents and complex information systems.
• Communication: Excellent communication skills, both written and verbal, for liaising with project teams, stakeholders, and external parties.
• Analytical and Problem-Solving: Ability to analyse document management processes, identify issues, and implement solutions to improve efficiency and compliance.
• Attention to Detail: Meticulous attention to detail to ensure the accuracy, completeness, and quality of documents.
• Technical Proficiency: Competence in using IT systems, databases, and office software.
• Experience in Document Control: Significant experience (typically 5-7 years) in document control or information management, preferably within engineering, construction, or a related technical field.
• Project Management Experience: Exposure to project management practices and understanding of how document control activities integrate with project execution.
• Leadership Experience: Proven experience in leading a team, managing staff, or overseeing document control functions on large projects or within a sizable organisation.

Qualifications:

• Familiarity with document control software and database systems.
• Strong organisational and time-management skills, with the ability to handle multiple tasks simultaneously.
• Attention to detail and commitment to accuracy.
• Excellent communication skills, both written and verbal.
• Proficient in MS Office applications and document management systems.
• Ability to work independently and as part of a team.

Desirable:

• Professional Certification: Certifications related to document management, project management, or quality management (e.g., PMP, Certified Document Controller, etc.).