Document Controller Lead

Dragados UK & Ireland ,
London, Greater London
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Job Description

Job Summary The Lead Document Controller assists the Document Control Manager in managing the registration, receipt, distribution and issue of all contract documentation, as well as implementing and maintaining procedures for the production, issuing and registering of all formal project documentation for a number of packages of work. Typically, this includes, collating all documents including drawings, keeping a record of document status, liaising with project personnel and chasing outstanding information. Support supply chain in applying information processes. Support the DCM in providing training to the MD team and supply chain. The Lead Document Controller manages a sub team of Document Controllers & ensure they are in keeping with the Information Business Rhythm. Key Responsibilities Provide direction and governance of business processes, on behalf of your line manager, ensure designated programmes are operating to schedule and desired documented levels of control and discipline Continuous development of your team to develop both technical and behavioural excellence, motivating team members, performance managing and providing guidance to deliver an effective team performance Resolves daily documentation/deliverables problems. Provide a focal point of contact for the MD team on your packages of work and support team on meetings and daily work. Accurate records of all documents at all times Manage and Coordinate the sub document management team to complete daily operational tasks and activities, under the established IM procedures. Assist in and ensure timely delivery of the submissions for information or for approval to the Client via project's EDMS or additionally via another method if so required by the Client Distribute documents to the relevant project team members, ensuring they have the correct documents in a timely manner. Ensure consistency of document submissions in adherence to the project document control procedures Ensure that all project participants have access to the latest documents/drawings through the Document Management System. Issuing Of Document Reference Numbers (When Required) To comply with requirements outlined in project Document management Plan and BIM Execution Plan Work collaboratively with all Users/Creators/Reviewers providing ongoing support in order to ensure that the project document control processes are followed. Apply the IT system for document control Maintain a full audit trail for all documents Ensure the issue, receipt and acknowledgement of documentation File and archive all documents within the secure system Ensure that as built, record drawings and operations manuals are available at the end of the project in a format as may be approved by the client Provide document control for all client/confidential Documentation Comentado [CP(1]: Please include the management of a team. Page 2 / 3 Classification - Public Support with administration and co-ordination of training of information systems where required. This is to include supporting the supply chain in delivering their Document Control Responsibilities. Ensure all issued documents are compliant and accurate Provide support to system reports to enable project KPI's to be prepared Support the Senior Document Control Manager with generating project reporting Provide "super-user" services associated with the project document management systems including folder creation and administration of starters and leavers. Ensure that access permissions/security is correctly applied Ad hoc administrative tasks, as required Managing the Co-ordination of Task Information Delivery Plan (TIDP) Experience of configuring EDMS. Proven systems integration skills Knowledge of planning and development of workflow processes Organise, chair and record Document Control meetings when needed Experienced in the use of spreadsheets/databases to manage records and information; Attends Design/Construction Management Meetings / Workshops in order to address any potential issues arising from the official submission of the design or construction deliverables onto the project's EDMS Ensuring the Document Control Business Rhythm is met Assist with the generating of package listings. Assist with production and delivery of training relevant to information management; Maintenance of the Approval Matrix Proven Analytical skills Basic technical knowledge, some knowledge of reading plans and specs Provides support and mentoring to Junior DC / DC Provides assistance to Project team on EDMS related issues Assist the Stakeholder and Consents Manager with timely delivery of the Planning Submissions via project's EDMS or additionally via another method if so required by the Clients (when needed) In addition to the duties and responsibilities listed above, the job holder may be required to perform other duties assigned by their line manager from time to time, outside the normal sphere of work as may be reasonably requested. Values and Cultural Fit Identify two

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