Document Control Manager
4 months ago
Title:
Document Control ManagerOVERVIEW
DOCUMENT CONTROL MANAGER
Role:
- Oversee all Project Document Controllers and provide functional support.
- Set up, manage and maintain project document control systems in line with company, customer and project.
- Onboard all users of EDMS (Project, Client, Supply Chain).
- Developing and implementing the Document Control Plan, Policies and systems in line with project requirements.
- Ensure consistent approach to Information is adopted across the business.
- Coordinate all activities related to the document control procedure, including technical documents, drawings, and commercial correspondence.
- Input document data into standard registers (TIDP’s) ensuring that the information is accurate and up to date.
- Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable
- Maintain the documents and drawings in the document control office under safe custody without any damage or deterioration with easy traceability
- Maintain the files and control logs as required by the project (MIDP, Deliverables Schedule, Handover requirements).
- Organise, manage and file document receipts and distribution lists (using a RACI), project documents and drawings in conjunction with project and corporate naming and numbering procedure
- Issue and receive controlled documentation, log issues and receivers, and create general electronic transmittals to the project, customer and suppliers
- Archive, retrieve and store documentation adhering to company standards and policies
- Check that all information complies with specified company formats, templates and standards
- Assist the document control team with the issue, receipt and tracking of all supplier deliverables through to close out and handover stage
- Assist with quality checks and audits of document databases, identifying and correcting any anomalies
- Endorse the corporate content management system ensuring business system continuity is met
- Ensure team compliance with project document control and project document numbering procedures
- Act as focal point for all team document management matters
- Effectively communicate document management problem areas to the project team where necessary
- Provide practical help and first line training support to team members
- Maintain and organise hard copy document masters in the satellite project library or archives
- Training, performance evaluation, effective resourcing and line management of document controllers.
- Providing monthly reports to the management team regarding document control performance.
- Maintain contacts within the Project team, seeking feedback on performance and on the service provision and responding effectively to it.
- Working with Official and Official Sensitive documentation.
Education/Training/Skills
- Educated to Educated to NVQ level or equivalent
- Experience of managing a document control team
- Knowledge in use of spreadsheets, database, word processing and selected job specific software
- Experience setting up and using electronic document management systems
- Ability to keep clear and accurate records and reports
- Ability to use computer and rapidly input data and retrieve records and information
- Experience of using SL systems Icepac & Cimage (not essential – training offered)
- High level of accuracy / attention to detail
- Ability to prioritise and organise workload, whilst following process and procedure.
- Ability to meet deadlines without compromising on quality.
- Ability to work independently or as part of a team and build strong working relationships with people at all levels.
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