Document Controller

Placed: 01/12/17
Region: Gloucestershire
Location: Gloucester
Category: Jobs


Content of the advertisement:

Role: Document Controller

Location: Barnwood, Gloucester

Type: Contract

Rate: negotiable

Hours: 24 per week

Job Purpose:

Reporting to the Project Portfolio Manager (PPM) the Document Controller is required to implement and manage processes relating to the Document Control and Management systems. Working with the project team in order to implement and control these systems they must also manage the distribution of all correspondence and ensure good relationships with external and internal stakeholders.

Accountabilities:

1 Provide a documentation support service to the Project Portfolio Manager (PPM).
2 Provide an auditable trail of incoming and outgoing documentation for projects assigned to the project group using the company procedures and systems (e.g.Passport), both manually and/or electronically.
3 Application of document control processes and maintaining the flow of documents and important information within the Project Team.
4 Provision of advice and information to ensure team members are compliant with the document management system, processes and procedures with respect to the control, storage and retrieval of information.
5 Maintain issue and distribute controlled copies of information, keeping up to date records of all information and ensuring that it is available to the Project Team.
6 Logging of incoming and outgoing documents and producing and issuing document transmittals to provide an auditable trail for all documentation produced by the Project Group and third parties using the Company Procedures and Systems.
7 Ensuring correct referencing of documents.
8 Establishing and maintaining files and computerised indexes for active engineering documents. Generate electronic/hardcopy reports as needed by the Project or Management team.
9 Maintain an established data distribution system.
10 Uploading / downloading, copying and printing of incoming and outgoing project documents and drawings.
11 Liaison with the Project Team and the Station Document Centre with respect to queries regarding issue of information and document storage.
12 Check information on documents and drawings for conformance with status and format in accordance with procedures.
13 Assisting Project Managers in maintaining a compliant and organised document filing structure in both hard copy and electronic format.
14 Preparation of Project documentation at close out of projects and documentation for archive, in either hard copy or electronic format as required.

Knowledge and Skills:

1 Competent with Microsoft Word, Excel, PowerPoint, Adobe, Visio and Outlook, and experience of using an Electronic Document Management System to maintain documents and records.
2 Possess high standards of organisational skills, have the ability to prioritise workload, previous experience within a technical /engineering environment, able to work under pressure, a team player and self-motivated.
3 A good understanding of electronic file types and the requirement for accurate document referencing. A good knowledge of filing systems and the aim of distribution matrices, engineering and design document control and vendor data.

* Experience of document management within a project environment dealing with engineering / construction drawings and documentation