The Document Controller will work alongside technicians and engineers and report to a head of tech team in a multi-discipline project design team. He or she is responsible for coordinating the distribution of documents within the team and to outside parties, together with the maintenance of internal filing / retrieval systems and the uploading and downloading of documentation to dedicated project websites.
About the role:
General
- Acting as a focal point to ensure the project team has all current documents, information and drawings from others in the design team
- Ensure project team adheres to document protocols which ensures successful delivery to the client according to project operational manuals and pre-defined workflows
- Maintain tranin and tranout folders and trackers including saving in admin and CAD accordingly
- Pre-archiving and archiving of project documents
- QA check documents and drawings for issue (rev, status, number etc)
- Monthly check-ups of current status of data, i.e. models etc
- Setting up and maintaining drawing issue sheets
- Ensure issue sheet/ document register is in place and correct
- Coordinating meeting schedules with the project team
Document production
- Develop/ agree a document numbering system and other relevant protocols, i.e. distribution lists; Coding documents as per client outline/ data sharing platform requirements
- Compiling, printing and binding multi-discipline project reports and other documents
- Manual and electronic issue and filing of emails, drawings and other documents, including maintaining drawing registers and electronic drawing files
Document distribution
- Day to day distribution, storage and retrieval of drawings and documents
- Converting incoming and outgoing drawing files to commonly usable file formats (eg PDF) as required
- Download documents/ drawings from incoming emails (automatic or on request)
- Distribute downloads to the project team
- Monitoring project extranet websites, uploading and downloading drawings and reports and distributing to the team
- Send external issues via email/ sharepoint (if no CDE is in place)
- Organising postal and courier transmittals
Reporting
- General project administrative support
- Maintaining document records in line with the BH Quality Management System (QMS)
- Monitoring tasks against agreed deadlines
- Attending meetings as necessary
Document Controller
WarszawaYour background:
- 2 years of project work experience in the built environment; general experience in data management, document control and administrative project support also considered
- Academic degree in Architecture or Engineering would be an asset
- Excellent computer and IT skills including; Word, Excel and experience of using spreadsheets and databases. This includes project specific online data sharing platforms (training will be provided)
- Good communication skills
- Self-motivated team player
- Good secondary and/or tertiary education
- Prior office and project experience essential
- Professionally fluent in written and spoken form: Polish and English
We look forward to your application!
