Document Controller

Full-time
Sheffield
About the Job

The Document controller is responsible for the control and daily management of documents and drawings for Project Delivery Teams and Central Functions of ITI Group.

The key responsibility is to ensure Document Management consistency across all projects and functions, maintaining control and traceability of the document from Project Initiation throughout completion and handover. This includes all forms of documentation be they physical or electronic, such as reports, purchase orders, presentations, technical documents and system drawings, as well as maintaining registers and records that will support the delivery of the Project Lifetime Quality Records (LQR’s) to our clients.

**Salary**: £up to £26,000.00 pa

Who are ITI Group?

ITI Group develops and integrates digital transformation solutions for Energy, Nuclear and Industrial manufacturing sectors. We advance safe, secure and sustainable operations through the innovative use of technology.

Through digital technology, industrial automation and increased safety and security, ITI Group helps clients achieve tangible business value from innovative, intelligent solutions. ITI Group solutions enable connectivity, collaboration and real-time data intelligence.

At the heart of ITI Group is a complete commitment to innovation and transformation. Our people are practical, insightful and dynamic with a personal approach.

We act responsibly, focusing on safety and security, working with integrity at all times to deliver excellence through collaboration, experience and know-how.

Summary of Roles and Responsibilities

**You will**:
Implement and maintain document control processes and procedures
Manage all flows of documents either in electronic form or on paper
Ensure Document Management is carried out according to established procedures or standards (document numbering, formats, issuance, review, dispatch, recording and archiving)
Maintain and manage electronic and hardcopy documents as required (incoming and outgoing)
Process incoming documentation (registration, internal distribution, archiving)
Process outgoing documentation (transmit to client and suppliers/3rd parties)
Make sure that controlled copies of latest approved documents and drawings are distributed internally and externally (clients and suppliers)
Ensure control and coordination of project documentation and data
Ensure all drawings/documentation are correctly identified, distributed and filed/stored
Monitor the process for review and approval of project documents in accordance with agreed schedules and in cooperation with the Project Managers
Produce internal and external (clients and suppliers) over-due reports
Ensuring the use of standardised forms and templates
Set-up and monitor status of projects folders and facilitate project communication process
Establish and maintain the Master Document Register in cooperation with the project team
Interacting with customers’ Electronic Document Management Systems, such as CEMAR, Dalux, SharePoint, Teamcenter, (when required)
Ensuring document management is carried out according to established procedures and applicable standards, including document registers and trackers
Quality assure, review and formatting documentation prior to issuance
Dispatching deliverables using formal Document Transmittal Notes (DTNs)
Collation, maintenance, recording and archiving (in the form of LQRs) in electronic form and/or paper hardcopies as required by the customer
Generation and administration of project documentation and drawing registers, including tracking data and correspondence records (DTNs), and LQRs
Processing of incoming and outgoing documentation and deliverables, ensuring controlled copies are distributed internally and externally and recorded in project associated registers
Monitoring the process for review and approval of project documents in accordance with ITI’s quality assurance policies in cooperation with ITI and customer project managers
Production of internal and external monthly progress reporting in the form of; deliverables tracker status reports, over-due items reports, identified changes, outstanding technical queries, and assisting with other project aspects as required
Generation of project meeting minutes when required
Summary of Requirements

**We are looking for**:
NVQ qualified or equivalent work experience in an administration role
Document Control Certification is an advantage
Time management prioritisation skills with excellent organisation skills
Excellent customer-facing, communication and team working skills
Computer literate with good MS Office skills (Word, Excel, Powerpoint) & Electronic Mail skills
Flexible, co-operative and enthusiastic attitude to work
Team working ability in a project environment
Eligible for security clearance checks for access to client documentation/sites
Diligent with a keen eye for detail, quality and accuracy
A good communicator and collaborator with confidence