Document Controller
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| Job Type | Permanent |
| Location | Leicester Square |
| Area | London , UK |
| Sector | Document Control |
| Salary | Negotiable Salary plus package |
| Currency | GBP |
| Start Date | Immediate |
| Advertiser | Robert Ferrari |
| Telephone | 01727 854 054 |
| Job Ref | RF2181 |
- Description
- We are looking for a Document Controller/ Information Manager who will be working alongside the team of consultants on the client side of major central London project.
Job Purpose
The primary focus of the role is to act as the key communicator of project information between professionals and consultants, as well as between consultants and the client with Aconex being the main tool of communication and SharePoint as a supplement tool.
They will be responsible for maintaining and distributing all project related documents. This will involve the downloading of design drawings/documents from design consultants, and checking and approving to ensure that the documents contain correct and understandable information prior to distribution.
Key Responsibilities and Accountabilities
Responsibilities of the candidate include, but are not limited to:
- Provide training to project teams and supply chain members on the use of project information management systems
- Act as the central point of contact for project team members for chasing/resolution of issues in relation to information management and supporting processes/protocols.
- Advise project team members of any actions or notifications that are raised via Aconex and other means of communication in regards to information flow.
- Manage Project information in accordance with the defined project Information Management Manual (IMM) aligned to the project programme
- Support collaborative working and information exchange across the project team and monitor compliance with the defined information management protocols and standards.
- Generate updates to information management standards, procedures, systems, etc.
- Producing project reports via on information such as RFIs, Workflows, consultant documentation, EWNs etc.
- Produce and update templates for project mail and document communication, where required.
- Ensuring all formal project communication i.e. RFIs and EWNs are raised on Aconex using the correct templates and protocols provided.
- Organise the project team within Aconex, including adding and removing internal users from the project team throughout the duration of the project and setting user access rights etc.
- Provide administration support to the project team where required
- Provide training to new and existing internal and external project team on Aconex and information management to ensure all users comply with project procedures and understand the importance of information protocols.
- Assist project team on allocation and control of document numbering systems for all project documentation issued to Aconex.
- Provide additional support to upload urgent documents to Aconex, where necessary and ensure all metadata is correct prior to issuing.
- Collect and distribute all necessary documents to all relevant parties
- Check and collate all incoming transmittals and correspondence received Aconex and circulate as required to project team members.
- Regular Aconex reviews to ensure all overdue/open mail items of communication are closed-out or addressed urgently.
- Produce and update project information trackers weekly and distribute accordingly.
- Carry-out data and QA checks in accordance with the IMM on all incoming shared/published documents, initiate required workflows and manage accordingly.
- Cross-reference correspondence and documents and ensure the issue dates are met and are in-line with the project programme.
- Provide information management support for all tender issues by requesting all updated issue sheets from consultant and cross-reference with each document received on Aconex Package all documents and liaise with project QS and PM to ensure tender packs are complete for release.
- Identify where there are gaps in consultant information and follow-up immediately.
- Assist Project Manager, as required
- Provide administration support to the project team, as required
- Please note that the responsibilities and accountabilities can vary from time to time based on business/project requirements
A Document Controller:
- Works well in a team
- Ability to work independently and use initiative
- Ability to prioritise, plan, schedule and evaluate tasks
- Takes responsibility for delivery of assigned tasks
- Is a good communicator
- Is well organised
- Is Information Technology literate
- Flexible working attitude and manages time effectively
Job Skills & Knowledge (essential)
- Comprehensive knowledge and experience with the use of Aconex
- Minimum 3-5 years’ experience working as a Document Controller
- Proven ability to direct and control information management systems and protocols across projects
- Ability to demonstrate excellent data-entry and document management skills
- Competent in MS Office applications including Outlook, Excel and PowerPoint