Document Controller

3 weeks ago

Newcastle upon Tyne, United Kingdom Turner & Townsend Full time

Company Description

At Turner & Townsend we’re passionate about making the difference. That means delivering better outcomes for our clients, helping our people to realize their potential, and doing our part to create a prosperous society.
Every day we help our major global clients deliver ambitious and highly technical projects, in over 130 countries worldwide.
Our team is dynamic, innovative and client-focused, supported by an inclusive and fun company culture. Our clients value our proactive approach, depth of expertise, integrity and the quality we deliver. As a result our people get to enjoy working on some of the most exciting projects in the world.

**Job Description**:
We are currently seeking to recruit an Document Controller to join our Northeast Real Estate team. This role is varied and challenging, and will involve working with internal and Client document control teams. Initiative and problem solving skills are a must, as are strong interpersonal and communication skills. Possessing experience in implementing document control procedures, setting up, configuring and managing Common Data Environments (CDE) / Electronic Document Management Systems (EDMS) at an administrator level.

**Key Responsibilities**
- **Management and configuration of CDE** - Undertake configuration and day to day management of the system, adding and maintaining user accounts and security groups. Respond to ad-hoc requests from users to move or rename any incorrectly uploaded file / document.
- ** Interface with Project Team and other agreed stakeholders** - Act as the main point of contact for all queries and requests relating to the CDE system.
- ** Provide CDE training and maintain training log** - Organise and undertake regular training sessions on the purpose and use of the system for new users and refresher training for existing users. Provide training and guidance of file naming protocols. Create and maintain training logs.
- ** Provide advanced training **- to super users and local administrators, covering advanced user and administrator CDE functionality.
- ** Maintain Container Configuration & Workflows** - Undertake regular checks on file / document links across the system and fix as required. Undertake regular checks of file / document workflows and release / move-on any locked workflows.
- ** Develop and Maintain User guides** - Prepare and update training packs, system user guides and quick reference sheets.
- ** Manage system compliance and provide compliance reports** - Undertake weekly compliance audits with regards to file naming, file storage locations, user access and provide reports to the head of WSO.
- ** Create new project set ups on CDE **- Create new project sites and assign users.
- ** Support** - Provide ad-hoc reports and information on system usage, compliance and assist with ad-hoc requests relating to user activity.
- ** Maintain User Directories, IM Protocol and File naming protocol **- Update and maintain the user access matrix, IM and File naming protocols to reflect new projects and users of the system.
- ** Respond to ad-hoc requests relating to document management/CDE** - Provide ad-hoc advice and guidance on use of the system and associated user guides and policy documents.

**Qualifications**:

- Experienced Information Manager with 3+ years IM and/or Consultancy experience.
- Experience of a variety of different projects.
- Administrator level experience using at least one of the following: Aconex, ViewPoint/4P, Asite, Bentley, ProjectWise.
- User level experience of at least one other CDE / EDMS or similar system.
- Advanced Microsoft Office skills.
- Excellent interpersonal skills, and the ability to communicate with people at all levels.
- Well organised and able to manage multiple requirements simultaneously.
- Must be able to manage priorities according to the demands of the project environment.
- Skilled in presenting to groups and delivering training in a variety of mediums.
- Set up and maintenance of workflows within a CDE / EDMS.
- Excellent presentation skills.

**Desirable Skills & Experience**
- Understanding of Building Information Modelling (BIM) in the context of Information Management and Document Control.
- Running stakeholder workshops.
- Process capture and mapping
- Use of advanced optional CDE / EDMS features, e.g. e-procurement

Additional Information
- Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change._
- We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance._
- #LI-DW1_

SOX control responsibilities may be part of this role, which are to be adhered to where applicable.

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