Document Controller

3 weeks ago

Peterborough, United Kingdom Howden Full time

The Big Picture

Howden are a global engineering business who focus on providing clients with industrial products that help multiple sectors improve their everyday processes. Howden’s core focus is on providing quality solutions for air and gas handling, and have over a century of experience in doing so.

As a Document Controller you will be responsible for the collection, distribution and expediting of all documentation necessary to execute a new equipment project. This documentation includes internally generated documents submitted to the client, client comments and sub-supplier documentation. You will develop and maintains a comprehensive filing system and computer database for all documents. Also, compiles and collates the Installation, Operating and Maintenance manuals for submission to the client at time of equipment shipment. You will drive continual improvement of the document management process to meet or exceed customer expectations and to improve internal efficiencies.

Role includes 12 month training programme as detailed
- LUCY database for 3 month project
- Basic introduction to managing the exchange of documentation
- Introduction to document control procedures
- Introduction to Supplier Document Register (.xls) - accurate data management
- How to prepare transmittal of documents to clients
- Legibility checks (document codes, revision, title)
- Introduction to client project templates (drawing decal, title block, front sheets) and accurate use of
- Preparation of front sheet, revision history and formatting of documents
- Introduction to filing of electronic documentation, distribution and retention
- Documentation - distribution and retention of and subsequent monitoring of returned documents
- Electronic Document Exchange via cloud Portal
- How to review customer specifications relating to specific document management requirements
- Introduction to Vendor Document Registers (.xls) - accurate data management thereafter
- How to interrogate and extract data from ordering data sheets and ERP system
- How to plan your day with changing priorities
- Expediting / managing stakeholders

What Needs To Be Done?
- Maintain and develop a standardised and structured approach to document management across business, ensure this approach is diligently followed by all associates
- Transmittal of documents to clients and suppliers in a timely manner and subsequent monitoring of returned documents
- Lead the expediting process via associates, clients, and suppliers to ensure document timescales are understood and maintained
- Where required work with the proposals teams at early engagement to ensure Howden’s document control preferences are understood and negotiated with the client
- Work with project managers to define the client document requirements including required dates and ownership
- Review customer specifications relating to specific document management requirements and ensure these are understood and followed by the project teams during the lifespan of the projects.
- Provide training support where required to associates in the principles of document management
- Develop reports to support the document management process and provide key performance indicators to the values streams and project teams
- Ensure adherence to health and safety standards in compliance with company policy to ensure safe working environment.
- Interact and respond to all aspects of the Continuous Improvement.

What Do You Need To Bring?
- Essential skills, knowledge & behaviours_
- Commercial acumen / experience in dealing with clients and suppliers
- Confidence and experience to pro-actively solve problems, think laterally, and identify corrective actions
- Communication, negotiating, influencing and inter-personal skills, with the drive and commitment to achieve project objectives
- Ability to work independently
- Computer literacy i.e. Word, Excel, PDF Editor
- Excellent Time Management Skills
- Excellent Communications skills (Written and Oral)
- Strong data organization and storage knowledge
- Ability to interpret customer specification
- Desirable skills, knowledge & behaviours_
- Knowledge of Project Management practices
- Knowledge and understanding of project programs.
- Experience of ERP/MRP Systems
- A knowledge of and commitment to customer service, financial control, and engineering quality.

What Will You Get In Return?

You will have the opportunity to work for a global engineering organisation in a challenging and dynamic role with great development opportunities. We offer a competitive salary along with a great benefits package.

The advantages of working at Howden:
Worldwide business - Liaise with our colleagues in 27 countries.

We offer global and local opportunities - 6000 employees and world leading engineers, who create cutting edge developments - You will be a part of over 160 years of innovation and development that continues today with our digital solutions. At Howden we have a strong corpora

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