Document Controller

2 weeks ago


London, United Kingdom Mace Full time

The opportunity

Mace is an international consultancy and construction company that has delivered world class projects since 1990. Today we employ over 6,000 people across five global hubs in Europe, the Middle East, North Africa and India, the Americas, Asia Pacific and Sub-Saharan Africa.

**Your responsibilities will include**:

- Organising internal and external meetings and arranging presentations, documents, equipment and refreshments as required.
- Assisting the commercial team with contracts and bids
- Issuing and dealing with confidential
- Ordering Stationery
- Ordering PPE for the team
- Maintaining company electronic filing system.
- Supply chain prequalification requests.
- Ensuring the office is maintained within H&S standards and testing’s.
- Comply with safe working practices
- Represent the company in a presentable and professional manner
- To follow the company’s equalities policies in relation to other Mace staff and any external parties.

**General duties involve**:

- Ensuring that all conject Procedure/ Process Guide’s, where applicable, are issued to all Project Design Teams.
- Ensuring that all Aconex Procedure/ Process Guide’s, where applicable, are issued to all project sub-contractors as part of tender documentation and as part of any Starter Pack.
- Read and understand all Mace conject process & procedures guide’s for their Project, where there is an element of doubt please refer to the Information Management Team (IMT) Leader for further guidance.
- Ensuring the Mace team adheres to the project process & procedures and provide guidance when deviation occurs.
- Maintaining the project work package list and ensure documents are being assigned to work packages, as per the Mace work packaging guidelines & in tandem with the sub-contractor viewing restrictions.
- Managing and control distribution lists as per the agreed distribution matrices.
- Running exception reports for Mace managers on a weekly basis.
- QA checking all information coming on to the system and process accordingly, this will incorporate:

- Ensuring all drawings and documents are published to the system are associated to a document transmittal.

**Designers Drawings**:

- Ensure that designers are publishing documents in accordance to the protocols and using the agreed distribution matrices.
- When designers issue data to Aconex ensure that their ‘project status’ is as per the project protocol and that the system is configured so that they can only use the statuses within the protocol.
- Distribute drawings to Mace package managers for authorisation system) when agreed then forward this information to the sub-contractors as per the Aconex procedures guide.

**Sub-Contractors Drawings**:

- Ensure that the agreed forced issue groups are set up so that sub-contractors issue all drawings and documents directly to the PIC.
- Issue Sub Contractor submittals to Mace package managers for Authorisation and to lead consultants for ‘Lead Review’, any additional actions/ distribution to be agreed with the Mace team.
- Run reports to show overdue actions on these documents from the consultant’s as part of the weekly reporting process.
- When sub-contractors issue data to conject ensure that their ‘project status’ is per the project protocol and that the system is configured so that they can only use the statuses within the protocol.
- Produce RFI summary reports as part of the weekly reporting process.

**Snagging**:

- Manage this process on conject where applicable as the project requires.

**Training**:

- Provide on-site training and assistance to sub-contractors and designers.
- Attend all training provided by the Information Management Team (IMT) as required.

**AMA**:

- Assist in the compilation of these documents as the project dictates in accordance with the process and protocols issued by the Quality Team.
- Datascope - able to use, run reports
- BIM 360 - administrator - run reports, input data

**Person Specification**:

- Excellent IT skills covering Excel, Word, Outlook.
- Knowledge and use of document control systems (Aconex, Conject, BIM 360)
- Good organisation and communication skills
- Attention to detail and accuracy
- Good inter-personal skills
- Previous employment at a construction company as Information Manager
- Previous employment within a design practice


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