Document Controller

Roles and responsibilities

To provide accurate and timely administration and information management (on medium to large size projects) by controlling the numbering, filing, sorting and retrieval of electronically stored or hard copy documentation produced by project, design teams /consultants and subcontractors.

You’ll Be Responsible For

• Ensures information is managed in accordance with Mace procedures and the procedures for the system in use.
• Manages the onboarding of Mace staff and external parties to the project system.
• System management ensures all new documents arriving on the system are quality checked as per standard procedures.
• Creates, manages and updates distribution groups to ensure information flows to the correct organisations.
• Maintains the project work package matrix and assign documents accordingly.
• Processes the run of in app reports as required by the project team.
• Administers user access and permissions for the project system.
• Ensures the key processes such as the request for information (RFI) process are working in accordance with the procedures.
• Works collaboratively towards the common goal of net zero carbon transition and share responsibility for the proactive identification and management of the associated carbon emissions and reductions during the delivery of work.
  

You’ll Need To Have

• Relevant degree qualification.
  

You’ll Also Have

• Previous experience in construction environment in similar role.
• Proven experience in using web-based applications/software i.e., Aconex.
• Basic understanding of construction processes.
• Experience and understanding of key construction information management processes.
• Knowledge and use of office management systems.
• Excellent communication skills.
• Knowledge of how carbon and sustainability considerations will shape the outlook of the projects you are working on.

Desired candidate profile

Technology Management
Software Expertise: Use document management systems (DMS) such as SharePoint, Aconex, or EDMS.
System Maintenance: Troubleshoot and maintain document control software.
Digitization: Convert physical documents to digital formats for improved accessibility.
Collaboration and Communication
Team Coordination: Act as the central point of contact for document-related queries and requests.
Meeting Support: Prepare and distribute meeting agendas, minutes, and other relevant documents.
Client Interaction: Liaise with clients to provide requested documentation promptly.
Key Skills and Competencies:
Organizational Skills:

Exceptional ability to manage and organize large volumes of documents efficiently.
Attention to Detail:

High level of accuracy in reviewing, categorizing, and filing documents.
Technical Proficiency:

Proficient in document management software and office tools (e.g., MS Office, Adobe Acrobat).
Knowledge of database management and version control systems.
Communication Skills:

Strong written and verbal communication skills for clear instructions and reporting.
Time Management:

Ability to prioritize tasks and meet deadlines in fast-paced environments.
Problem-Solving:

Analytical thinking to resolve issues such as misplaced documents or system errors.