Document Controller
2 weeks ago
OD Group is a leading office interiors company based in the City of London, with a dual focus on both traditional construction and design and build. We have firmly established our brand due to excellent service and a commitment to ongoing innovation.
We are currently looking for a talented and driven Document Controller to join our traditional arm, OD Interiors, helping us to deliver projects and organise our construction information.
Responsibilities include but are not limited to:
- To be the central point of contact for the project team and operate in line with our information flow policy and protocols, ensuring all documentation and drawings are up to date and readily available.
- To build strong relationships with the project team and external contacts (architects, subcontractors, designers, etc).
- Provide support during the pre-construction, construction and close out phases of allocated projects.
- Coordinate all project information including drawings, specifications, technical submittals, samples, letters, minutes and other electronic information.
- Assist with the production of the project H&S plan, site waste management, logistics plan, schedule of conditions, signage and implementation of the project filing system.
- Configure new projects on Procore and assign user roles to internal and external colleagues.
- Manage and enforce our document management process (Procore, external document management system, email) for the project.
- Be the onsite Procore super-user and training contact for your projects
Delivery
- Manage Procore logins and access levels for internal and external stakeholders
- Manage email approval workflows in line with OD Group standards.
- Follow standard document control responsibilities – publish / supersede / status / transmit etc.
- Ensure project team adhere to internal system, protocols, and quality standards.
- Ensure all documents are carried through the correct review and approval processes.
- Ensure timely reports are provided to the Project Manager highlighting any changes/overdue approvals which could hinder progress on the project.
- Ensure the hard copy drawings, files, etc. are kept up to date with the latest revisions / information and are kept in good order on site.
- Coordinate the sample, technical submittal, and benchmark approval processes and keeping the relevant trackers updated.
- Assist in the production and issuing of the change notification register.
- Produce and issue in a project reports, meeting minutes, etc, in a timely manner.
- Manage the process of collating all subcontractor O&M manuals and ensure the approval/commenting process for this is carried out in line with programme milestones and deadlines.
- Assist in the production of the project H&S file including O&M Manuals and as-built drawings
- Assist in the development of the completion and handover information (key schedules, registers, etc.)
- Collate QHSE and sustainability information as required by the Sustainability Manager and Quality and Compliance Manager.
Skills and experience required:
- Proficient user of EDMS systems, Procore experienced strongly preferred
- Experience working in fit-out or construction (not rail, etc)
- A team player who takes accountability for their workload, seeks to drive continuous improvement, and has an interest in team-based projects as well as day-to-day document control.
- Excellent verbal and written communication.
- A methodical process-driven approach, with excellent attention to detail.
- A confident, knowledgeable, and articulate personality, able to collaborate effectively with others.
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