Document controller

my client, a leading main contractor is seeking a detail-oriented and organized Document Controller to join the team. The Document Controller will be responsible for managing, maintaining, and distributing all project documentation, ensuring accuracy, accessibility, and compliance with company and industry standards. This role is critical in supporting the project team by ensuring efficient document control processes and seamless communication across all project stakeholders., 1. Document Management:

• Set up and maintain document control systems and procedures for all project documentation, ensuring that all documents are stored, tracked, and easily retrievable.

• Organize and manage electronic and hard copy documents, including drawings, specifications, contracts, reports, and correspondence.

• Ensure all project documentation is up-to-date, accurate, and version-controlled, following company and industry standards.

1. Document Distribution and Communication:

• Distribute and circulate documents to relevant project team members, subcontractors, and clients as required.

• Track and record document distribution and ensure acknowledgment of receipt.

• Coordinate the flow of information between the project team, subcontractors, clients, and other stakeholders.

1. Quality Control:

• Review incoming and outgoing documents for accuracy, completeness, and adherence to established standards.

• Ensure that all documentation complies with company policies, client requirements, and industry regulations.

• Conduct regular audits of the document control system to ensure compliance and efficiency.

1. Support to Project Team:

• Assist the project team in preparing, formatting, and editing documents, including reports, presentations, and contracts.

• Provide training and support to project team members on document control processes and systems.

• Handle requests for information (RFIs) and manage the flow of information related to project documentation.

1. System Management:

• Maintain and update the document control system used by the company. The company uses a mix of Sharepoint, Asite, Aconex and Procore, depending on the project.

• Troubleshoot any issues related to document management systems and liaise with IT support as necessary.

• Continuously improve and optimize document control processes and systems to enhance efficiency.

1. Archiving and Handover:

• Ensure that project documentation is archived correctly upon project completion, adhering to company policies and regulatory requirements.

• Prepare and manage the handover of documents to clients, ensuring all necessary documentation is complete and accurate.

• Education: A degree or diploma in Business Administration, Construction Management, or a related field is preferred.

• Experience: Minimum of 2-3 years of experience as a Document Controller, preferably in the construction industry or a similar environment.

• Technical Skills: Proficiency in document management software (e.g., Aconex, Procore, SharePoint) and Microsoft Office Suite (Word, Excel, Outlook).

• Attention to Detail: Strong attention to detail with the ability to manage large volumes of documents and ensure accuracy.

• Organizational Skills: Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.

• Communication Skills: Effective written and verbal communication skills, with the ability to liaise with project team members, subcontractors, and clients.

• Problem-Solving: Strong problem-solving skills, with the ability to anticipate and address issues related to document control.

• Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.