The Document Controller is responsible for supporting teams across the PMO function with all document storage, sharing and protocol. The role holder acts as a main point of contact for documentation queries for the organisation. As part of the document controls team, the role holder monitors the implementation of document control tools, manages the document system and provides support to junior document controllers in the team. The role holder ensures compliance with standards, maintains accurate records and identifies process improvement opportunities. The role holder drives effective document management throughout the project lifecycle.
Responsibilities:
Monitor the creation, tracking, and storage of documents in a centralised repository, ensuring optimal organisation for easy access and retrieval.
Develop and refine version control protocols to ensure the most current and relevant documents are utilised, while maintaining comprehensive records of historical versions for reference.
Monitor the precise management of documents, including tracking revisions and maintaining accuracy and consistency in document versions.
Manage and optimise the distribution of documents to internal and external stakeholders, ensuring timely and accurate dissemination of critical information.
Ensure all documentation strictly adheres to organisational policies, industry standards, and regulatory requirements, upholding consistency in document formats and templates.
Implement and regulate access rights to safeguard sensitive information, ensuring only authorised personnel have appropriate access.
Facilitate and enhance communication with team members, stakeholders, and vendors to streamline document exchanges and updates.
Coordinate and improve the document review and approval processes, ensuring efficient and timely revisions and endorsements from relevant stakeholders.
Maintain and enhance records of document history, including revisions, approvals, and distribution logs, crucial for audits and future references.
Generate and analyse reports on document status, activities, and compliance to support project management and strategic decision-making.
Identify and implement opportunities to improve document management processes and systems, ensuring they remain effective and evolve with project needs.
Lead the prioritisation of tasks to meet deadlines and manage document flow across various project phases efficiently.
Proactively identify and resolve complex issues related to document management, implementing solutions quickly and effectively.
Provide guidance and support to junior document controllers, fostering a collaborative and efficient team environment.
Perform additional tasks, activities or other duties as may be required or assigned as part of the role.
Experience:
>5 years' experience in document control and a proven track record of handling project document control
activities in high value rail projects or projects of a similar scale / complexity.
Knowledge of quality management and process improvement practices and systems, preferably within
the construction sector.
Strong experience in document control activities relating to compliance, quality and policies.
Strong experience working with document management systems, databases and software.
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