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Reporting into Doc Control Supervisor.
Key Accountabilities
Document Management & Control
Establish and maintain document control processes, procedures, and metadata standards.
Manage the receipt, registration, tracking, and distribution of project documentation.
Ensure all documents are correctly formatted, version-controlled, and stored in the appropriate systems.
Oversee document workflows, ensuring timely reviews, approvals, and close outs.
Maintaining that all drawings, models, mathCAD files are received from designers, suppliers and sub-contractors and are logged into document management system ready for transmittal to Client.
Systems Administration
Maintain and administer the project’s electronic document management system (EDMS) such as Bentley’s CEMAR, Vault, SharePoint, BIM or similar.
Support users with system access, training, troubleshooting, and ensuring proper use of workflows and file structures.
Ensure data integrity, audit trails, and compliance with information governance requirements.
Quality & Compliance
Conduct document quality checks (e.g., naming conventions, revision control, completeness).
Ensure documentation meets project standards, contractual requirements, and regulatory guidelines.
Prepare reports on document status, compliance, overdue actions, and system metrics.
Ensure all documentation and drawing are to ISO standard 19650
Coordination & Communication
Act as a central point of contact for all document control activities.
Liaise with project managers, engineering teams, contractors, and external stakeholders to ensure documentation is delivered on time.
Facilitate document-related queries, clarifications, and training sessions.
Support project start-up including placeholders for agreed project type and close-out documentation, including handover package and O&M manuals.
LTQR’S preparation during project close out and maintaining project lifecycle and project information retention period.
Project Support
Assist with information management strategies and continuous improvement initiatives.
Monitor document deliverables against project schedules and escalate delays as necessary.
Support change control by ensuring documentation reflects approved changes and updates.
Governance, Assurance & Reporting
Support Project Manager assurance processes (e.g. gateway reviews).
Support in the preparation of regular reporting on project progress (e.g. monthly governance reviews, Board Reports etc.).
Actively participate in reviews and action implementation of recommendations.
Ensure appropriate document management systems and audit control measures are in place and adhered to.
Benefits Management
Understand the expected benefits of the project and contribute to tracking progress against benefit realisation plans.
Stakeholder Management
Identify and manage stakeholder relationships ensuring necessary support at senior levels where required.
Manage internal and external relationships.
Project Performance & Controls
Adherence to project management controls (at times with a Project Controls Manager and ensure all project changes are captured.
Collaborate
Lead on collaboration with relevant divisions / external partners and provide support and direction to other team members to ensure they are collaborating where required, to ensure effective project delivery
Guidance & Support
Provide guidance, support and coaching to the project team, including cascading of wider organisational messages and information that may be pertinent to project delivery.
Demonstrate commitment to personal development and promote effective team performance.
Occupational Skills and Knowledge
Proven experience in a Document Controller or Information Management role.
Strong understanding of document control processes within construction, engineering, or major project environments.
Proficiency with EDMS platforms (e.g., Bentley’s CEMAR, Vault, SharePoint, BIM or similar.).
Excellent organisational skills with strong attention to detail.
Ability to manage high volumes of documentation and work to tight deadlines.
Strong communication skills and confidence in working with multi-disciplinary teams.
Familiarity with quality assurance practices and information governance requirements.
Experience working on large construction, rail, infrastructure, or engineering projects advantageous.
Advantageous
Strong analytical and critical thinking skills.
Ability to adapt to changing priorities and work environments.
Vocational qualifications in administration or project support beneficial.
Training or certification in document control or information management desirable.
