Document controller in London

John Robertson Architects is seeking an organised and detail-oriented document controller to join our London office and support the delivery of a range of live architectural projects. The role encompasses a wide range of responsibilities associated with the accurate management, distribution, tracking and archiving of project information across live projects. The position supports directors, project directors, senior architects, project architects and project teams by ensuring that project documentation is issued, maintained and archived in accordance with company procedures, client requirements and project deadlines.

The role requires close liaison with internal project teams, consultants, contractors and external stakeholders, maintaining robust document control procedures across multiple projects simultaneously. A high level of organisation, accuracy and attention to detail is required, together with the ability to manage competing priorities and respond effectively to project deadlines.

• Document management
  • Responsible for the day-to-day operation of project document control systems across multiple live projects.
  • Uploading, downloading, issuing and tracking drawings, specifications, reports and project correspondence using Electronic Document Management Systems (EDMS).
  • Maintaining accurate document registers, issue sheets, transmittals and revision records.
  • Ensuring document naming conventions, revision protocols and filing procedures are applied consistently across all project information.
  • Monitoring incoming and outgoing documentation and ensuring timely distribution to project teams, consultants and external stakeholders.
• EDMS administration
  • Administering and managing project information using platforms such as Aconex, Asite, BIM 360 and other client systems where required.
  • Setting up project folders, permissions, workflows and approval processes within document control systems.
  • Supporting project teams in the effective use of both client and internal document management platforms.
  • Identifying and resolving document workflow issues and providing practical guidance where required.
• Quality management and compliance
  • Supporting the maintenance of digital Project Quality Plans across live projects.
  • Assisting compliance with the practice Quality Management System.
  • Ensuring project documentation aligns with internal standards, ISO procedures and client requirements.
  • Monitoring issue deadlines linked to project programmes and key deliverables.
• Project team support
  • Working closely with project architects, senior architects and project leaders to understand issue deadlines, submission requirements and programme milestones.
  • Preparing document packages for planning submissions, tender issues, construction information releases and project close-out documentation.
  • Coordinating consultant information and ensuring external documentation is accurately recorded, issued and distributed.
• Administrative support
  • Maintaining accurate trackers, registers and reporting logs, including the effective use of Microsoft Excel and other internal reporting tools.
  • Maintaining project correspondence records and supporting archiving procedures.
  • Retrieving completed project information when required.
  • Contributing to the ongoing improvement of internal document control procedures and workflows.

Skills and experience

• Previous experience in document control, project administration or technical administration within architecture, construction, engineering or a professional consultancy environment.
• Strong working knowledge of Microsoft Office, particularly Excel.
• Excellent attention to detail and a consistently accurate approach to work.
• Strong organisational ability and the capacity to manage multiple deadlines across several projects.
• Clear written and verbal communication skills.
• A proactive and collaborative approach to working with multiple teams.
• Experience using Aconex, Asite, BIM 360 or similar systems is desirable.
• Familiarity with quality assurance systems, ISO procedures and an understanding of RIBA project stages is desirable.

In summary, the role of a document controller is central to the successful management of project information within the practice. The position plays an important part in supporting project delivery, maintaining quality standards, and ensuring that project documentation is managed accurately, efficiently and professionally.

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