As a Document Controller you will be part of the on-site team and responsible for coordinating and managing all the document control and information flow requirements relating to incoming and outgoing drawings, instructions, requests for information, correspondence, and reports.
Monitoring the information flow on the in-house collaboration tool (ProjectWise).
Issuing all construction design documents to the relevant contractors and performing quality checks on all incoming documentation.
General support with project and team administration, e.g. maintaining the project calendar, coordinating meeting arrangements, document formatting, and adhoc typing.
Information Management & Archiving:
Receive and archive all electronic information and hard copies as required.
Maintain project information database by ensuring all incoming and outgoing data is stored according to protocol.
Monitor project email inbox for any actions and route correspondence / documents to correct team members as appropriate.
Information Management System (IMS):
Prepare and issue formal Transmittals for all outgoing information.
Prepare and issue formal instructions, Approval Request, meeting minutes and other outgoing documents.
Monitor incoming queries (RFI’s) and information on ProjectWise to ensure all actions are completed.
Monitor due dates for Consultant drawings to be issued, ensuring all information is released on time.
Act as first point of contact for contractor queries regarding the IMS and provide training where necessary.
Monitor project programme to highlight key dates and aid their successful completion.
Prepare and update reports, minutes, and other documentation as necessary.
Assist team members with the relevant document management procedures.
Collect and/or track other data as required by the project team
Print drawings and documents as necessary.
Specific Skills Required:
Examples could include:
Specific Language requirements
Good working knowledge of FIDIC contracts or similar
Specific systems or tools used – ETABS, SAFE etc.
Specific industry and project experience – ports, rail, highways
Requirements for driving licenses
Mandatory Professional Certifications
Maintains an established data distribution system and schedule for the assigned project based upon client, project, and supplier requirements.
May revise system or schedule as required to ensure timely approvals and distribution.
Ensures changes to document in a timely fashion in order to meet set deadlines.