Document Controller

Role Overview

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

This role is within OCU Group’s Major Projects department and would report to the nominated Project Manager. 

Working as part of a project team including Project Managers, Quantity Surveyors and Technical Engineers, the Document Controller ensures that a single source of information is used and client interfaces are tracked, recorded and communicated accordingly.

Duties and Responsibilities

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

• Organize, categorize, 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.

• Implement and maintain document control systems, software, and tools to facilitate document management, version control, and access permissions. These may be Trimble Viewpoint, Autodesk Construction Cloud and Microsoft Sharepoint.

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

• 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.

• 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.

• 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.

• 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.

• Prepare stakeholder update presentations with the Project Manager in line with project reporting processes.

Skills and Experience

• Desirable: Bachelor's degree or equivalent qualification in Business Administration, Information Management, or related field. Essential: Relevant qualifications and experience in Project Coordination / Document Management and Information Management.
• Essential: Previous experience in document control, records management, or a related role, preferably in a large construction project environment.
• Proficiency in document management systems and software, such as SharePoint, Viewpoint, Aconex and Autodesk Construction Cloud.
• Strong organizational 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.

What We Value

We value our commitment to each other, summed up in our five values, we all sign up to these… We care about safety. We lead with integrity. We strive to be better every day. We make a positive impact. We deliver to grow. We are one company united.

Our Aim & Vision at OCU

To be the UK's leading energy transition and utilities contractor.

We are committed to leading the way in utilities and energy transition contracting, our mission is to innovate and deliver sustainability. At OCU, our passion for addressing complex challenges brings new standards of growth in our people and capabilities.