Document Controller

Reporting to: Operations Manager

Business Unit: Substations

Location: Glasgow – office based

Purpose of the Position

The key job functions will be to maintain the flow of documents, providing an auditable trail of incoming and outgoing documentation using the company procedures and systems, both manually and/or electronically. Tasks will include uploading/downloading, copying and printing of incoming and outgoing project documents and drawings. Archiving and filing will also be required, along with general office administration. Working in accordance with ISO9000 procedures, the ideal candidate will be able to comply fully with current practices and contribute to the policy of continuous improvement.

Responsibilities & Duties

• Manage the control of drawings and design documentation throughout the lifetime of a project. This will include the issue of drawings at various stages through the project and will require the maintenance of Contract Drawing Registers and Drawing Transmittals.
• Track and control the receipt and storage of all technical and engineering records using the Document Management System database, client based IT Systems and Viewpoint.
• Track and control the issue of all technical and Design records including version control and recording.
• Compile project technical information from suppliers, designers and clients.
• Upload drawings and technical records to Client specified document management systems, e.g. Aconex, Buzzsaw, etc., for interaction with clients and suppliers.
• Prepare hardcopy output of engineering and technical records and drawings for issue to site project teams, commissioning, clients and others.
• Produce Operation & Maintenance manuals and Final (As Built) Records for issue to clients.
• Ensure compliance with the Omexom Quality Management System, in relation to the control of documents produced both internally and by our subcontractors, and ensure Quality Checks are undertaken on documents and drawings prior to distribution.

Governance Interfaces and relationships with key stakeholders:

• Operations Manager
• Project Managers
• Project Teams
• External suppliers, clients etc.

Person Specification

Qualifications and Experience

The jobholder must be a results focused self-starter with the enthusiasm, motivation and initiative to succeed in this role, possessing:

• Evidence of previous experience of providing document control within a busy business environment.
• Recent experience in providing administrative support within an office environment.
• A good standard of educational attainment with a minimum requirement for GCSE passes in English and Maths.
• Sound IT skills, including use of the Microsoft Office package with the ability to quickly learn new skills and become familiar with new software packages.
• Excellent organisational, communication and interpersonal skills, able to relate to staff at all levels.
• Be able to work under pressure, be a team player and have a high level of self-motivation.
• Possess the ability to use your initiative to ensure new skills and tasks are picked up easily.
• The flexibility to work additional hours whenever required.

Desirable Skills and Competencies

• Relevant additional qualifications which will assist in ensuring high levels of performance.
• Evidence of recent administrative experience in a similar commercial or technical organisation, familiarity with an electrical utility contracting environment will be an advantage.
• Previous experience of using a computerized Document Management System (DMS).
• Previous experience in the use of AutoCAD design software package.
• Previous administrative experience in compiling tender or procurement documentation will also be an advantage.

Values

In line with Omexom’s values, the jobholder must possess the following qualities:

• Team Spirit & Generosity – able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance.
• Trust and Empowerment – enjoy managing their responsibilities and time to ensure work is completed efficiently and professionally.
• Integrity and Responsibility – enjoy taking responsibility for their duties and managing these effectively to ensure efficient high quality results.
• Innovation & Entrepreneurship – continually strive to improve processes and introduce new initiatives to improve efficiency.