Job DescriptionJob Overview:
The Senior Document Controller will be responsible for managing and maintaining the flow of documents across multiple projects within the group. This role ensures that documentation is consistently organized, tracked, and distributed across all departments and projects. The Document Controller will oversee the entire document control process across the group, ensuring that teams have access to accurate and up-to-date information to support the successful delivery of projects across the Group.
Main responsibilities will include, but are not limited to:
- Oversee the receipt, organization, storage, and distribution of all project-related documents across the group. Ensure the document control system is effectively implemented and functioning across all projects. Maintain accurate records of project documentation, including drawings, contracts, reports, and specifications.
- Implement and manage a unified document control system for the group, allowing easy access, retrieval, and tracking of documents across various departments and projects. Ensure that all teams follow established document control procedures.
- Ensure proper version control of all documents, making sure that only the most current and approved versions are accessible. Regularly update and archive older document versions to maintain data accuracy across all projects.
- Coordinate the timely distribution of documents to project teams, suppliers, vendors, and stakeholders across the group. Ensure that all project members have access to the correct and up-to-date documentation for their specific projects.
- Ensure that all documentation complies with regulatory, contractual, and group standards. Monitor the document control process for consistency and make improvements where necessary to align with group-wide procedures.
- Work closely with project managers, project leads, and other departments heads across the group to ensure the document control process meets the needs of all teams. Facilitate collaboration and communication by ensuring smooth document workflows across various projects.
- Ensure that all completed project documents are archived according to group policies and regulatory requirements. Maintain an organized and accessible archive system for easy retrieval of historical documents across the group.
- Generate reports on the status of document control activities across the group. Monitor the document control process for improvements and suggest changes to enhance efficiency and accuracy in managing multiple projects.
- Provide training and support to group-wide team members on using the document control system and adhering to document management procedures. Assist in resolving any document control issues that arise across different projects.
Qualifications & Experience:
- Proven experience in a document control role within a project-based environment, ideally in construction, engineering, or related industries.
- Experience managing document control systems across multiple projects or departments.
- Strong understanding of document control procedures, systems, and best practices.
- Proficiency in document management software such as Aconex, SharePoint, or similar platforms.
- Excellent attention to detail and ability to ensure accuracy and consistency in documentation.
- Strong organizational and communication skills.
- Ability to work effectively under pressure and manage multiple tasks simultaneously across the group.