Overview
Document Controller – London
Job Description
1. Document Processing and Management: Process, catalogue, and store documents in physical or digital formats, ensuring they are accessible and correctly filed. Manage the lifecycle of documents, including creation, revisions, approval, distribution, and archiving, in alignment with project and company standards.
2. Quality Control and Compliance: Ensure that all documents adhere to company policies, project requirements, and industry regulations. Regularly review and audit documentation processes and storage for compliance and efficiency.
3. Coordination and Communication: Act as a liaison between project teams, departments, and external partners to ensure smooth document flow and accessibility. Coordinate the distribution of documents to relevant parties, ensuring that everyone has access to the latest versions and updates.
4. Data Integrity and Security: Maintain the integrity and confidentiality of project documents, implementing measures to prevent unauthorized access or alterations. Ensure proper version control of documents, keeping an accurate history of revisions and approvals.
5. Support and Training: Provide support to project teams in using the document management system and adhering to document control procedures. Offer training and guidance to new team members on document management protocols.
6. Reporting and Archiving: Prepare and maintain reports on document status, distribution, and compliance for project management review. Oversee the archiving of documents, ensuring they are securely stored for future access and in compliance with legal and company requirements.
7. Reporting and Analysis: Generate comprehensive reports on document status, compliance, and performance metrics for senior management. Analyse document management processes for effectiveness and efficiency, recommending and implementing improvements.
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Responsibilities
Document Processing: Receive, catalogue, and store documents in physical or digital formats, ensuring they are accessible and correctly filed according to the document control procedures.
Data Management: Maintain records of all documents and revisions, including drawings, reports, and project correspondence, ensuring the most current and accurate versions are available.
Distribution and Control: Facilitate the distribution of documents to project teams, clients, and stakeholders. Manage the process of document review and approvals, ensuring timely updates and distributions.
Compliance: Ensure all project documentation complies with company policies, industry standards, and regulatory requirements.
Collaboration: Work closely with project teams, including engineers, project managers, and other stakeholders, to ensure efficient document control support.
Reporting: Generate reports on document status, compliance, and other metrics for project managers and senior management.
Archiving: Assist in the archiving of project documents and records in accordance with legal and company requirements, ensuring they are securely stored and retrievable.
Qualifications
Essential Experience:
Practical Experience in Document Control: Experience working in a document control role, preferably within a similar industry or project-based environment. This experience helps in understanding the complexities and requirements of managing project documents.
Exposure to Project Environments: Experience or exposure to project environments and understanding how documentation supports the project lifecycle can be particularly beneficial.
Additional Qualifications (Desirable but not essential):
Educational Background: A diploma or associate degree in Business Administration, Information Management, or a related field may be preferred by some organisations but is not always mandatory.
Training and Certifications: Certifications or specialised training in document management systems or tools can be an advantage.
Adaptability to Change: With technology and standards evolving, being adaptable and open to learning new systems and processes is valuable.
Skills and Qualifications:
Associate degree or higher in Business Administration, Library Science, Information Management, or a related field.
Proven experience in document control, preferably within an engineering, construction, or technical environment.
Familiarity with document control software and database systems.
Strong organisational and time-management skills, with the ability to handle multiple tasks simultaneously.
Attention to detail and commitment to accuracy.
Excellent communication skills, both written and verbal.
Proficient in MS Office applications and document management systems.
Ability to work independently and as part of a team.
Working Conditions:
Primarily office-based, with the potential for occasional visits to project sites.
Standard office hours, with the need for flexibility during peak project phases.
About Us
Costain helps to improve people’s lives with integrated, leading edge, smart infrastructure solutions across the UK’s energy, water, transportation and defence markets. We help our clients improve their business performance by increasing capacity, improving customer service, safeguarding security, enhancing resilience, decarbonising and delivering increased efficiency. Our vision is to be the UK’s leading smart infrastructure solutions company. We will achieve this by focusing on blue chip clients whose major spending plans are underpinned by strategic national needs, regulatory commitments, legislation or essential performance requirements. We offer our clients leading edge solutions that are digitally optimised through the following five services which cover the whole lifecycle of their assets: future-shaping strategic consultancy; consultancy and advisory; digital technology solutions; asset optimisation and complex programme delivery. Our culture and values underpin everything we do.
