Job description

We are currently seeking to recruit a Document Controller to join our Infrastructure Digital business. This role is varied and challenging and will involve working with multi-disciplinary project delivery teams. Initiative and problem-solving skills are a must, as are strong interpersonal and communication skills, experience using control procedures, and using Common Data Environments (CDE) / Electronic Document Management Systems (EDMS).

Key Responsibilities

• Management of CDE / EDMS – Undertake day to day user account management. Respond to ad-hoc requests from users to move or rename any incorrectly uploaded file / document.

• Document Quality Control - Compliance monitoring of incoming and outgoing documents into the system, making sure that documents are in the correct format and with the correct metadata.

• Project Communication – Management of project related mail and correspondence and RFI’s via the system

• Information Packages - Support the assembly of information packages and check package completeness during design review and approval process to the relevant person and report on adherence to timescales form a defined standard

• Provide CDE Guidance and maintain training log – Organise training sessions for new users and refresher training for existing users. Provide guidance of file naming protocols. Create and maintain training logs.

• Maintain Container Configuration & Workflows – Undertake regular checks on file / document links across the system and fix as required. Undertake regular checks of file / document workflows and release / move-on any locked workflows.

• Maintain User Directories, IM Protocol and File naming protocol – Update and maintain the user access matrix, IM and File naming protocols to reflect new projects and users of the system.

• Respond to ad-hoc requests relating to document management/CDE – Provide ad-hoc advice and guidance on use of the CDE \ EDMS system and associated user guides and policy documents.

• Support the configuration and implementation of client CDE / EDMS.

• Interfacing with BIM standards, processes and 3D models and data within the CDE / EDMS.

Qualifications

Essential Skills & Experience

• Experienced Document Controller with 2+ year’s relevant experience in industry leading CDE software.

• A working knowledge of the standards which define ISO 19650 Information Management

• Expert user level experience using at least one of the following: Aconex, ViewPoint/4P, Asite, Bentley Projectwise.

• Ability to work remotely with support.

• Excellent organisation skills.

• Ability to stay on focus and carry out tasks in a timely and accurate manner.

• Migrating data between systems.

• Uploading and cataloguing documents.

• Gaining an understanding of the services being offered by the team and seek to more effectively communicate with clients and external organisations.

• Developing excellent working relationships with the client and contractors/consultants involved in the provision of services.