Role Title: Document Controller
Location: Bristol - Filton
Reports to: Project Director
As part of the Project Management Office team, the Project Document Controller will be responsible for the management and control of project documents ensuring their accuracy, quality, and compliance with standards and procedures. The role involves maintaining document control systems, ensuring the smooth and efficient handling of all documentation, and providing support to project teams.
The candidate will need to be conversant and experienced in the use of Trimble Fieldview software applied in the safety and Quality Assurance environments
Main Responsibilities
Fieldview - This will form 50% of the role
- Be instrumental in the roll out of Fieldview across several business unit workstreams.
- This will initially involve the in-person training of the operations site teams across 5 locations in the UK over the first 3 months of the roles, and periodic thereafter
- Following this training roll out support to remote locations can be via Teams from the North Bristol office location
- Configure the Field View software to meet requirements of multiple projects and business unit workstreams, including creating appropriate templates, workflows, forms and reports.
- Execute the onboarding, offboarding, access and hardware for the Integral Team and suppliers
- Develop training material, guides and tutorials
- Support the roll out of the software across new business workstreams
- Be the first point of contact for internal and external users
- Troubleshoot user issues quickly and effectively.
- Support the business with data validation and reporting on quality metrics via the Field View dashboards.
2. Information Coordinator - This will form 50% of the role
- Maintain an organise a systematic approach to document management, ensuring all documents are stored, easily accessible, accurate, complete and version control is maintained and obsolete versions archived, in line with the company / contractual processes.
- Implement and enforce document control procedures, ensuring that documents are properly controlled, distributed, filed and comply with internal and external standards/policies, including regulatory requirements.
- Manage and update project operations and financial tracking spreadsheets and databases, producing and collating KPI information.
- Co-ordinate with the wider Team to manage the production and update of information to company timelines and deadlines.
- Collaborate with project teams, departments, and external parties to ensure document control requirements are met, through the formal transmission and receipt of project documentation.
- Support the project team by populating Document Requirement Lists
- Provide training and support to staff on document control processes and systems.
- Support internal and external audits by providing necessary documentation and records.
- As part of continuous improvement, identify opportunities for process improvements in document control implementing lessons learned from previous projects into the document control process.
- Manage Company QA portals (for example Field view) and act as portal administrator for Integral.
What we will need from you
- Proven experience with Field View along with experience of rollout of FieldView (or similar document management system), developing training/user guides, implementation and training for users.
- Experience in similar Document Management/Records Management/Information Management role gained within a Construction/Engineering environment.
- Strong attention to detail, accuracy and commitment to quality.
- Effective communication, customer focus and interpersonal skills.
- Ability to work independently and as part of a wider team supporting internal and external stakeholders.
- Knowledge of industry standards and regulatory requirements related to document control.
- Formal qualification in Business Administration, Information Management, Engineering, Construction or a related field.
What you can expect from us
- Salary range negotiable depending on relevant experience
- 25 days holiday plus bank holidays
- Hours 37.5 per week
- Ability to buy and sell holidays – buy 5 days & sell 2 days
- Life assurance
- Auto-enrolment company pension scheme
- Employee Assistance Program (EAP)
- Cycle to work scheme
- Purchase an electric vehicle via salary sacrifice
- Employee discounts with various brands
- Learning and development programs, training and career opportunities.
You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.
Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where Integral and JLL can take you...
Apply today at careers.integral.co.uk
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Last updated on Nov 1, 2024