Description:
The Document Controller will be responsible for providing support at a Site Level in relation to digital document storage, document sharing and document protocol to ensure that project-related documents and information are managed, organised, and maintained in a systematic and standardised manner.
Specific responsibilities within this area may include some or all of the following:
- Oversee the development and implementation of a document control and management policy and document control standards detailing how documents should be created, formatted, stored, maintained, approved, updated, published, archived and disposed of to ensure that project-related documents and information are managed, organised, and maintained in a systematic and standardised manner;
- Establish access, security and privacy protocols for all documentation, ensuring compliance with GDPR where applicable and ensuring all relevant stakeholders have access to the necessary documents to ensure successful delivery;
- Coordinate all project documentation and establish workflows for document control;
- Act as a first point of contact for all documentation queries
- Define the templates to be used for each document type;
- Populate the document register, request for information register, action log, issue log and other project control tools as appropriate and analyse, interpret and summarise the status of various registers and logs on the project;
- Ensure appropriate issuance and storage of documents in accordance with the Document Control and Management Policy and document control standards;
- Manage the external stakeholder database including inputs and report production as required and interface with external document suppliers, i.e. the Design and Build Contractors, the client's panel of advisors and other contractors and ensure their compliance with the Document Control and Management Policy and document control standards;
- Ensure compliance with GDPR guidelines where applicable;
- Ensuring the site supervisory team has access to current documents; and
- Prepare inputs as required to monthly executive reports and coordination of inputs to same for collation by the project director.
Profile/Skills
- Required to have significant experience in document control and a proven track record of handling project document control activities in high value road and / or infrastructure projects or projects of a similar scale and complexity to SYSTRA projects.
- Further demonstrated experience and knowledge in the following is desirable: Document Controls and/or Electronic Document Management Systems (Aconex, ProjectWise, SharePoint and EPFM).
- Managing the delivery of Documents.
- Producing / maintaining Document Management processes, procedures and templates.
- Provision of Document Management Reports; and
- MS office including Outlook, Excel and Word.
It is desirable for the Document Controller to possess the following skills:
- Fully proficient in the use of MS Office applications and other project tools and methodologies.
- Experience with ProjectWise or AlimWebb would be advantageous
- Excellent communication (both verbal and written) and interpersonal skills.
- Ability to govern and drive outcomes to ensure high quality service delivery.
- Ability to deal with and resolve unforeseen risks and issues.
- Ability to step back from the detail and take a holistic overview.
- Ability to prioritise effectively, meet deadlines and deliver consistent service.
- High level of attention to detail.
- Ability to manage client expectations and deliver within agreed parameters; and
- Ability to work in a challenging environment both on their own initiative and as part of a team.