Document Controller

Document Controller
Main Contractor - Commercial Refurb & Fit out
£35,000 - £43,000 DOE
Projects Based (Central, West & South London)
Immediate Interviews

Our Client:

Reputable and market leading commercial refurbishment and fit out contractor, offering over 60 years of valuable experience. Specialising on build and design of projects ranging from £500k to £35m. Offering bespoke, high-end Refurb, Fit out, Alterations and Extensions on:

• Offices
• Restaurants, Cafes & Shops
• Schools & Student Accommodations
• Sports & Leisure Facilities
• Healthcare Wards & Clinics

Document Controller Responsibilities:

The current opening relates to the day to day management of Document Control and Project Coordination/Admin on sites located in various London locations.

The extent of role expectations will vary depending on the size, complexity of the project, You will report into the site Project/ Senior Project Manager.

Essential DC requirements:

• Ideally 2/3 years Aconex EDM experience.
• Document/Admin support experience for main contractor.
• Capable of overseeing more than one project at one time.
• Comfortable overseeing and running large schemes as Document Control lead.
• Flexible mentality and happy to visit sites in and around London.

DC Duties include:

• Ensure the project document control related tasks delegated by the Project Manager are suitably completed in preparation for site mobilisation and later handover (Project Commencement / Handover Checklists).
• Establish and provide training for ACONEX (project agreed DC system) to site team / Sub Contractors and Consultants to ensure each organisation / individual is suitably aware of system use and expectations.
• Champion project document control standards, systems, efficient flow of documentation, handover and close-out related to the project to ensure consistency.
• Create and maintain users on project electronic document control / defects management systems (Aconex, Plexus and SnagR).
• Ensure all drawings/documentation are correctly identified, distributed and filed/stored using agreed document control system and based on a project specific distribution matrix / chase responses particularly including consultant responses on Contractor Design information.
• Track and chase outstanding RFIs responses & outstanding Technical Submittals responses.
• Log CVIs / CAIs, site instructions received.
• Archive project systems data at project Handover.
• Support monthly cross project Document Control / Project Administration health checks assessments.

Project Coordination & Administration:

• Ensure the project administration related tasks delegated by the Project Manager are suitably completed in preparation for site mobilisation and later handover (Project Commencement / Handover Checklists).
• Set up hard copy site records folders for site office.
• Ensure set up of the electronic records folder system for the project.
• Champion and health check placement of records in the project electronic and hard copy filling system.
• Create and maintain project directory throughout project in tandem with Plexus contacts system.
• Ensure new contacts are captured on the directory as the project progresses.
• Manage project outlook diaries and meeting room co-ordination / catering for meetings where required.
• Support production and issue meeting minutes.
• Support on-boarding of new Collins staff to the project.
• Collate and maintain a record of holiday requests using central chart.
• Snagging - create users on SnagR and demonstrate how to use.
• Assist in the preparation, collation and issue of project reports and registers.
• Act as point of contact for external reprographics and courier provider.
• Collate stationary / cleaning products requirements for the project and order from Head Office.
• Collate PPE and welfare item requirements and order from Safety Signs.
• Populate H&S notice board if no Logistics Manager is in place.
• Scan in inductions and signing in sheets monthly and retain in Egnyte.
• Collate information for Smartwaste including request meter readings and track mileage of deliveries to site.
• Order equipment for site including IT equipment such as printers, waste paper recycling facility, water dispenser and fruit drop.
• Print and laminate signage based on planned logistics / Health & Safety requirements.
• Register operatives on site access arrangements throughout project if no Logistics Manager is in place.
• Collate and issue information for newsletter.
• Organise charity / local engagement events etc. for Considerate Constructors Scheme.
• Chase outstanding O&M uploads.
• Organise project celebrations.

Health and Safety:

• Ensure you support the maintenance of Health and Safety standards on site and that a safe environment is provided at all times.
• Ensure the retention and collation of SKA, BREEAM, and Leed required information through Smartwaste.

General Company Duties:

• Attend general client events as and when required.
• Attend specific project events as and when required.
• Assist with the external promotion of the company.
• Assist with staff development as and when required relating to Document Control.
• Assist with maintaining the company ethos and management style as the business progresses.
• Comply with all quality procedures.
• At all times consider environmental issues.
• In conjunction with company staff, ensure the compliance with ISO 9001, 14001 and OHSAS 18001.
• Agree and progress personal development appraisal targets and actions.

This is a fantastic opportunity to work with a rewarding and ever growing main contractor. If this role is of interest please APPLY NOW to avoid disappointment.