- Establish, maintain and manage the project document control and filing systems to ensure information is accurately recorded, easily retrievable and effectively controlled throughout the project lifecycle.
- Manage the receipt, registration, distribution, submission and filing of project documentation in accordance with ISG procedures, project requirements and agreed document control protocols.
- Maintain accurate and up-to-date document registers, trackers and transmittal records, ensuring full traceability of submissions, responses, revisions and approvals.
- Coordinate with all project functions, including Design, MEP, Construction, HSQE and Commercial, to ensure documentation is correctly classified, filed and maintained within the appropriate project systems and folders.
- Review documents prior to formal submission to ensure administrative requirements are met, including correct document numbering, revision status, naming conventions, templates, approvals and supporting information.
- Ensure documents are formally reviewed and approved by the appropriate responsible person prior to issue or submission. Technical content remains the responsibility of the originating discipline.
- Submit project documentation to clients, consultants and other stakeholders within agreed timescales and through the designated document management platform.
- Monitor document submission schedules and proactively follow up with responsible team members to support timely preparation, review and issue of documentation.
- Carry out periodic document control audits to verify the accuracy, completeness and status of project records and identify any gaps requiring corrective action.
- Maintain effective revision control and ensure superseded documents are appropriately identified, archived and prevented from unintended use.
- Communicate document status, outstanding submissions, overdue responses and other document control matters to the relevant project team members and management.
- Support project teams in compiling documentation required for formal submissions, handover packages, approvals and project close-out.
- Maintain project records within SharePoint and/or other approved project information management systems, ensuring information remains current, structured and accessible to authorised users.
- Ensure document control activities comply with ISG's Project Control System, standard operating procedures, project-specific requirements and applicable regulatory or contractual requirements.
- Support the continuous improvement of project document control processes and promote consistent document management practices across the project team.
Employees have a duty to take care of their own health and safety and that of others who may be affected by your actions at work. Employees must co-operate with employers and co-workers to help everyone meet their health and safety legal requirements.
Skills & Experience
- Minimum 3 years of relevant experience in the role of Document Controller, ideally within the construction industry.
- Good understanding of document control processes, including document numbering, revision control, registers, transmittals, approvals and formal submissions.
- Strong working knowledge of Microsoft Office applications, particularly Excel, Word, Outlook and Teams.
- Excellent organisational and time-management skills, with the ability to manage multiple priorities and deadlines.
- Familiarity with construction terminology, drawing registers, technical submittals, RFIs and project correspondence would be beneficial.
- Ability to speak and write English
- Experience with Aconex desirable.
- Experience with Procore desirable.
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