Job Title: Document Controller
Location: Dublin 7 or possibly remote for right candidate.
Reports to: Project Manager / Senior Document Controller / Engineering Manager
Role:
The Document Controller is responsible for ensuring the accurate management, tracking, and filing of all project-related documents within the consulting engineering environment. This role will work across multiple offices and be responsible for managing documentation on online platforms, ensuring that all documents are easily accessible, compliant with company standards, and accurately maintained for internal and external reviews. The role requires attention to detail, organizational skills, and familiarity with document management systems, online platforms, and engineering documentation standards.
Accountabilities:
1. Document Management:
o Maintain and control project documents, including drawings, reports, specifications, contracts, and correspondence.
o Ensure all documents are accurately filed in the appropriate systems (both online and physical) according to company standards.
o Implement and oversee document version control to track revisions and ensure that the latest versions are available.
o Monitor the flow of documents across various departments to ensure smooth circulation between project teams, clients, and contractors.
2. Online Platforms Management:
o Upload and manage project documents on the company’s online document management system (e.g., SharePoint, Aconex, Procore, etc.).
o Ensure that all documents uploaded to online platforms are complete, properly named, and tagged for easy access.
o Provide support to team members and clients in navigating and accessing documents via the online platforms.
3. Document Control Procedures:
o Develop and enforce document control procedures in accordance with industry standards and client requirements.
o Monitor the compliance of document management processes and address issues where necessary.
o Assist in developing and maintaining standard operating procedures for document control.
o Coordinate with project managers, engineers, and other stakeholders to ensure proper documentation is maintained for all ongoing projects.
o Facilitate document reviews and approvals by ensuring documents are distributed to the right people at the appropriate time.
o Support the timely processing of client submittals, requests for information (RFIs), and other project-related documents.
4. Quality Control:
o Perform regular checks to ensure the accuracy and integrity of documents within the system.
o Identify and resolve discrepancies or missing information related to documentation.
5. Training & Support:
o Provide training to new employees and team members on document management systems and procedures.
o Offer ongoing support to staff in document management best practices.
6. Archiving & Retention:
o Ensure the proper archiving of completed project documents in compliance with company policy and relevant industry standards.
o Maintain document retention schedules and ensure the secure disposal of outdated or unnecessary documents.
Key Skills & Qualifications:
* Education: A degree or diploma in Administration, Engineering, or related fields is preferred.
* Minimum of 3 years of experience in document control or administrative support in a consulting engineering or project-based environment.
* Experience with online document management systems (e.g., SharePoint, Aconex, Procore) is highly desirable.
* Strong knowledge of document control software and platforms.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and PDF editing tools.
* Familiarity with engineering documentation, such as technical drawings, specifications, and project reports.
* Ability to manage large volumes of documents with a high level of accuracy and attention to detail.
* Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines.
* Excellent written and verbal communication skills for collaborating with internal teams and clients.
* Ability to clearly document and track document flow for reporting purposes.
Additional Requirements:
* Strong attention to detail and commitment to accuracy.
* Ability to work independently and as part of a team.
* Willingness to adapt to evolving software platforms and tools.
* Familiarity with the specific needs and demands of consulting engineering projects.
Work Arrangement:
* The position is based at OCSC’s main office, Dublin, but will support multiple offices across different locations.
* The position can be remote for the right candidate.
* Some travel between offices may be required.
Key Performance Indicators (KPIs):
* Timeliness and accuracy of document uploads and updates.
* Adherence to document management processes and procedures.
* User satisfaction with document access and support.
This document controller position offers the opportunity to work within a dynamic and collaborative team, ensuring the efficient handling of critical project documentation in a consulting engineering environment. The role is essential for maintaining organized, accessible, and compliant documentation, contributing directly to project success and client satisfaction.
Renumeration Package:
* Competitive salary and bonus.
* Life Insurance (Death in Service).
* Sick Pay Scheme.
* Hybrid Working.
* Flexible Hours.
* Educational Assistance Scheme.
* Wellness Programme.
* Professional Fees.
OCSC is an Equal Opportunities Employer and we welcome applications from diverse applicants.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Construction and Professional Services
#J-18808-Ljbffr