Document Controller in City of Westminster

This role sits within our Document Control team and involves efficient management and organization of all project-related documents within the studio. The primary responsibilities include:

• Document Management: Maintain an organised system for storing and cataloguing project documents. Documentation types include: Drawings, Specifications, Contracts, Correspondence.
• Version Control: Track revisions and updates of all project documents, ensuring that the most current versions are accessible to the team and implementing procedures to manage document changes effectively.
• Distribution: Facilitate the distribution of documents to relevant stakeholders, both internally and externally, coordinating with Project Managers and Design Managers to ensure timely delivery.
• Quality Control: Undertake thorough QA checks for all documents before they are distributed, ensuring compliance with internal standards and client specifications, and communicate any inconsistencies, errors or missing information to the internal team before external sharing.
• Document Retrieval: Respond to requests for document retrieval promptly, ensuring that team members can access necessary information efficiently, and maintain an efficient retrieval system for quick access to archived documents.
• Communication: Coordinate closely with Project Managers, Design Managers, Architects, Engineers and stakeholders to ensure an effective flow of information; serve as a central point of contact for document and information queries.
• Numbering and Labeling: Ensure that documents are properly numbered, labelled and categorised in line with project requirements and company standards.
• Recording and Logging: Receive, record and log incoming and outgoing project documents, including drawings, specifications, contracts and correspondence.
• Information Flow: Maintain detailed records of the flow of information, including timestamps, recipients and relevant notes or comments.
• Preparation and Formatting: Assist in the preparation and formatting of documents, ensuring compliance with established formatting and quality standards, and review documents for consistency in layout, font and formatting to maintain a professional appearance.
• Generating Reports: Generate document reports and summaries as required, providing insights into document status, distribution and usage, and compile data on document activities such as distribution metrics and revision history to facilitate informed decision-making and process improvement.
• Collaboration: Collaborate with project teams and stakeholders to address document-related issues, concerns and requirements, actively participating in meetings and discussions to provide input on document management strategies and support project objectives.
• Training and Support: Provide training and support to project team members on document management systems, tools and processes, guiding them to understand and adhere to document control procedures and promote efficiency and accuracy.

Qualifications:

• Strong organisational skills and keen attention to detail.
• Proficiency in Aconex, Asite, Viewpoint/4Projects, ACC and Newforma.
• Strong Excel skills.
• Excellent communication and collaboration skills.
• Ability to work under pressure and meet deadlines.
• Strong problem‑solving ability and initiative.
• Experience coordinating and processing information on behalf of the Lead Design Consultant, including sub‑consultants on large‑scale projects.

Benefits:

• Work alongside passionate, creative individuals who lead their industry, transform ideas into reality and celebrate the beauty of human connection.
• Enjoy benefits such as hybrid working, gym membership discounts and a comprehensive benefits programme.
• Opportunity to attend events at Populous‑designed venues.
• Connect and learn at regular social and knowledge‑sharing events, including an annual conference and a weekend abroad Christmas party.