Document Controller/Site Administrator
The Role:
Reporting to the Site Manager the Document Controller/Site Administrator is responsible for managing the day-to-day throughput of designs, drawings, and information from external designers for internal review and onward transmittal to the client and site teams.
For maintaining document control logs, recording all correspondence, and maintaining a database of key submission dates. Drawing, printing, and preparation of document submission packs. Assisting the Engineering Manager with design approvals and technical standards review, including maintenance of quality and project documentation.
You will also be responsible for the day to day management of Waste reporting, cost-to-date reports and general administration for the site that will be required.
Key Responsibilities:
Key Accountability and Responsibilities
- Log all design information into and out of the office
- Maintain records of revisions and the status, of drawings
- Monitor submission dates and report compliance
- Prepare packs for review by the Engineering Manager
- Distribute completed designs to clients and sites
- Maintain up-to-date master office copies and drawing logs
- Print and organise hard copies of drawings as required
- Office administration – Cost to date reporting, Waste reporting, updating notice boards, Induction bookings.
- Assist the Engineering Manager to organise/developing databases.
- Maintain standard documents (CVs, competency matrices etc)
- Assist in the review process
- Arrange site audits to check compliance
- Periodically review IHS
- Provide standards when requested by the site
- Produces a report and schedule in accordance with Document Handover Report.
- Implement, maintain, and administrate the EDMS as part of the project CDE.
- To facilitate training of projects EDMS to the project team.
- Integrate with the Project Controls Team (PCT) with regard to Knowledge Management (See Project Controls Execution Plan (PCEP)
Document Controller/Document Management Team (DMT)
- Collecting and managing all project documentation and its metadata.
- Ensuring that documentation continues to be correctly collated, categorised, registered and stored and that records are created and retained.
- Managing the distribution of documents between the project and its stakeholders in accordance with agreed workflows and the RACI matrix. (To be defined)
- Ensuring that all documents received or sent by the project are logged according to the agreed document management processes.
- Ensuring that the current version of a document is available at the point of use.
- Maintaining high-quality standards for internal and external communication and information management within a project.
Key measures & targets:
- Effective organisation of systems
- Timely production and distribution of drawings/designs
- Efficient maintenance and monitoring of the design progress matrix
Key relationships:
- Office team
- Client
- Designers
- Site teams
Person Specification:
The successful candidate is likely to meet all the following criteria:
Essential
- The successful applicant will have experience of working in a similar role, in a busy site/office environment
- Experience in Document Control Management using EDMS systems such as eB, ProjectWise, Sharepoint
- Extensive Administration experience
Skills and Qualifications:
- Good organisational skills
- Ability to work to deadline
- Ability to work with minimal supervision
- Attention to detail
Personal Qualities
- Good communicator
- Approachable
- Time management skills
- Efficient and proactive