We are currently seeking a skilled and experienced Document Controller to join our team within our HDD Department, based in our Manchester office in Levenshulme. 

The Document Controller will be responsible for the management, organisation, and control of documents and records within the company. This role requires strong organisational skills, attention to detail, and the ability to maintain confidentiality and integrity in handling sensitive information.

Duties and Responsibilities:

Document Management:

• Establish and maintain document control procedures, policies, and standards to ensure consistency and compliance with company requirements.

• Organise, categorise, and maintain electronic and physical document repositories, ensuring documents are easily accessible and properly archived.

• Monitor document workflows, including creation, review, approval, distribution, and revision control, to ensure timely processing and accuracy.

Document Control Systems:

• Implement and maintain document control systems, software, and tools to facilitate document management, version control, and access permissions.

• Provide training and support to users on document control systems and procedures, ensuring adherence to established guidelines and best practices.

Document Review and Approval:

• Coordinate document review and approval processes, liaising with internal stakeholders, project teams, and external partners as necessary.

• Track document statuses, update document logs, and notify relevant parties of pending actions or deadlines to ensure timely completion of tasks.

Quality Assurance and Compliance:

• Perform regular audits and inspections of document control processes and records to ensure compliance with regulatory requirements and quality standards.

• Support internal and external audits by providing documentation, reports, and evidence of compliance with relevant standards and regulations.

Documentation and Reporting:

• Prepare and maintain document control reports, metrics, and performance indicators to track document-related activities and identify areas for improvement.

• Generate and distribute document transmittals, notifications, and correspondence to stakeholders as required.

Collaboration and Communication:

• Collaborate with cross-functional teams, including project managers, engineers, administrators, and external contractors, to support document-related activities.

• Communicate effectively with internal and external stakeholders to address inquiries, provide information, and resolve document-related issues.

Front Desk Management:

• Greet visitors and clients in a professional and friendly manner, offering assistance and directing them to the appropriate person or department.

• Manage the reception area, ensuring it is tidy, organised, and presentable at all times.

Telephone and Email Handling:

• Answer incoming calls promptly and professionally, transferring calls to the appropriate staff members or taking accurate messages.

• Respond to email inquiries and forward messages to relevant personnel in a timely manner.

Visitor Assistance:

• Sign in visitors and issue visitor badges, ensuring compliance with security procedures.

• Provide information to visitors regarding the organisation, facilities, and services offered.

Appointment Scheduling:

• Schedule appointments and meetings for staff members using electronic calendars or booking systems.

• Notify staff members of appointments and maintain accurate records of meeting rooms availability.

Book Accommodation & Travel:

• Book accommodation & travel for HDD staff and operatives

Skills and Experience: 

• Previous experience in document control, records management, or a related role, preferably in a regulated industry.
• Proficiency in document management systems and software, such as SharePoint, Documentum, or similar.
• Strong organisational skills and attention to detail, with the ability to manage multiple tasks and priorities effectively.
• Excellent communication and interpersonal skills, with the ability to work collaboratively in a team environment.
• Knowledge of relevant regulations, standards, and best practices related to document control and records management.
• Ability to work independently with minimal supervision and as part of a team.

Company background:

Established in 1994, OCU Group is one of the fastest growing utility engineering contractors in the UK, with a long successful track record in delivering customer-focused civil engineering solutions.

Working directly with many of the country’s leading blue-chip power, water, telecoms, and rail clients, we are looking for the very best talent to join our growing team.

We pride ourselves on empowering our employees and offering opportunities for them to take control of their own personal development and career progression in a supportive environment.

We believe that being successful is a choice.

We choose to be successful.

We are OCU, ‘One Company United’.

We celebrate difference and appreciate diverse backgrounds. We encourage everyone who join us to be themselves at work and create inclusive teams in our workplace.