Description
Role Overview
- Manage the intake, handling, and storage of documentation for project-related documents and the project or programme's Information Management System.
Key Responsibilities
- Ensure the communication process between contractors and clients is followed.
- Compile reports, archive materials, and ensure seamless document management.
- Facilitate system access for the project team while ensuring security and privacy requirements of stakeholders are met.
- Set up, copy, scan, and store documents.
- Manage document versions and ensure the latest versions are always accessible.
- Train team members on document management processes and systems.
- Log and quality assure incoming and outgoing documents and communications.
- Support the integration of the document management system with wider information management needs.
- Champion best practice in document management within the team.
- Maintain focus on continuous improvement in document management teams' performance, processes, and procedures.
- Study latest industry developments and best practices in document control.
- Represent the Document Management Team in meetings.
- Prepare all control and monitoring documents enabling the Project Manager to make decisions regarding strategies.
- Establish reports as per contract requirements and ensure they are regularly updated.
- Ensure invoicing to the client is up to date and all supporting documents are in place.
Specific Duties for Glasgow Based Role
- Coordinate document control action items to completion.
- Use strong orientation to detail and prioritization skills to provide document control direction to projects throughout the asset lifecycle.
- Work in accordance with the requirements of industry standards and related systems, processes, and tools.
- Set up and file project documents and records into the Electronic Document Management System (EDMS).
- Manage registrations, revision control issues, and receipt of controlled documents including external transmittals.
- Interface with the project team to coordinate the control of documentation.
- Conduct quality control checks of incoming/outgoing documents/records/technical drawings.
- Arrange for the printing, scanning, and distribution of contract documents.
- Support in developing, organizing, and conducting workshops and training sessions related to Document Control processes.
Skills and Qualifications
- Proficient in the use of document control databases.
- Proficient in Microsoft Office, including Excel with the use of pivot tables and VLOOKUPs.
- Experience in dealing with large volumes of documents.
- 2 years of experience within the construction industry.
- Good technical and working knowledge required for construction industry reports and findings.
- Outstanding organizational skills.
- Great eye for detail and accuracy.
- Excellent communication and collaboration skills.
- Intermediate knowledge of document control procedures and filing and record retention systems.
- Highly organized and able to multitask and efficiently respond to changing priorities.
- Strong attention to detail and problem-solving skills.
- Ability to work independently and as part of a team.
Additional Requirements
- Education: High School Diploma or General Education Development certificate or relevant work experience.
- Licences or certification: Working towards relevant industry accreditations (e.g., AIIM, CIP).
- Experience: 5+ years of experience in document management, preferably in an engineering and/or construction environment.
Working Conditions
- Glasgow based.
- Construction Industry.
- £15-18 per hour (OUTSIDE IR35).
- 3 month contract.