Document Controller
3 weeks ago
We are looking for a Document Controller to join the team based in Dorking. Reporting to the Head of Technical, the successful candidate will undertake all document management on Viewpoint assisting the Technical and Commercial teams with all document distribution.
Key responsibilities:
- Assist Head of Department in creating a culture of consistency within the Technical Team, and the service it provides to the wider business and its supply chain by;
- Actively liaising with Team members to ensure consistency in the use of Project Management tools such as Monthly reports, appointment trackers, insurance trackers, CDM documents, Variation processes
- Regularly liaise with Team members in relation to RFI tracking
- Assist with the standard tender document collation
- Assist in supply chain KPIs. Work with Head of Department to develop central database to record KPIs against our supply chain which will act as useful database for future projects
- Attend DTMs to assist with minute taking
- Take the lead on liaising with Document Controllers from other CALA regions to ensure the SHC Document Control Function in consistent with the wider business e.g. Viewpoint WBS, Naming Conventions, Transmittals etc.
- Take the lead in obtaining insight in to new business wide initiatives in relation to document management and manage the roll out across our region e.g. QR codes
- Regularly liaise with Viewpoint to ensure that the system works for CALA and find the most efficient processes within it’s capabilities
- Take the lead in being the point of contact and resident expert in Document Control System.
Viewpoint:
- Processing & Managing Drawing Issue and Change Transmittals
- Identifying & Management of Workflows
- Collation & Issue of RFI Registers
- Management of Document Uploads & Liaison with wider community to ensure uploads are correct
- QA – Ensuring that documentation has passed the quality checks and is correct in terms of naming, location, numbering etc.
- Making sure titles, revs, any information given is correct
- Setting up users on Viewpoint
- Setting up new projects
- Auditing sites regularly – requesting drawing registers from consultants – sitting with Internal Senior managers to discuss information on Viewpoint is correct
- Provide training for new starters / other departments, as required
This list is not exhaustive, and is subject to develop further during the undertaking of this role.
About YouThe ideal candidate will be a team player, personable and welcoming, with the ability to keep calm under pressure. You will be self-motivated, be able to work unsupervised using your own initiative and have excellent organisational skills to be able to meet deadlines under time pressures. Experience working in a similar role, working in an office environment and excellent customer service skills are essential for this role as you will need to develop and maintain good working relationships with clients and colleagues. Additionally, you will have excellent written and verbal communication skills and knowledge of Microsoft packages and Viewpoint for Projects. Please be aware that if you are invited to interview for this role, you will be required to show proof of your right to work in the UK.
We recognise that a diverse team makes us a stronger and more successful company. We value different ideas and perspectives as it helps improve our decision-making, products and services. And we’re striving to create an inclusive work environment, in which everyone can feel comfortable as themselves, uniquely contribute and do their best work. If we need to adjust anything in our recruitment process to support you, please contact careers@cala.co.uk
About UsThe Cala Group is a major UK housebuilder and leading provider of desirable new homes across Scotland, the South of England & Midlands. Driven by a mission to create vibrant and sustainable new communities, our homes are characterised by exceptional design and sector-leading build quality, and we have a passion for providing our customers with a great home buying experience. This is an exciting time to be at Cala. Our approach to sustainability and technology is undergoing a dramatic transformation, and we’re aiming to create an industry-leading experience for both our staff and customers. At Cala, you can expect to be part of an environment which allows you to do meaningful work, while offering opportunities for personal growth. Our goal is to be the favoured employer in our industry and beyond. We encourage applications from those who want to be part of a culture where they can thrive, feel a sense of belonging and be comfortable being themselves at work.
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