Document Controller Duties and Responsibilities:

• Liaise with Managers, Engineers and Main-Contractors
• Liaise with project engineers for submissions and preparing for closing of projects.
• Manage documentation records for projects in compliance with all quality and regulatory requirements
• Maintain a systematic filing system to ensure all documentation is properly controlled, readily retrievable, tracked
• All documentation is processed in a timely manner and as a project schedule.
• Ensure all the relevant project documentation are registered / maintained in the electronic Document Management System
• Ensure all project documents including drawings, quality manuals and procedures etc. are transmitted to relevant personnel and clients
• Overall in-charge of distribution of documents
• Be a central controller for Record Management program – provide cataloguing of the existing archival system
• Allocate archival space and issue proper retention schedule label code for department / project owners, monitor and track space of archival room
• Periodic review of archived documents due for retention schedule
• Conduct internal audits to ensure the internal controls are effective and aligned with document control procedure policy
• Ensure adherence to the company’s document control procedures and quality system

Document Controller Experience and Qualifications:

• Ability to engage and communicate effectively (written and verbal) with stakeholders at all levels
• Experience with document management systems (EDMS/Collaboration systems)
• Proficiency in MS Office and Adobe
• Experience in dealing with multidisciplinary design teams, subcontractors and a wide client base
• Ability to understand technical concepts and work with technical departments and personnel to achieve goals
• Ability to read and understand technical procedures or governmental regulations.
• Ability to write reports, business correspondence and procedure manuals.
• Well organised, self-motivated, excellent interpersonal and communication

Documents Controller Functions:

• Maintain document control systems in standards Quality Assurance procedures
• Input document data into standard registers
• Ensure approved documents and drawings are distributed to the party
• Maintain the files and control logs as required by the project
• Compliance with project based document control
• Document email management for all incoming and outgoing documents
• Archive and manager documentation, ensure to adhere to standards and policies
• Audits of databases for documents
• Manage client facing services and to perform administrative tasks, supporting the wider admin team
• Manage the meeting diaries, processing requests
• Switchboard management
• Maintain office stock levels
• Coordinating holiday leave for engineering members
• Assist team with employment documentation

Documents Controller Skills and Experience:

• Experienced in Documents Control
• Research and development
• Good analytical skills
• Prepare graphical information from multiple data sources
• Previous team support
• Experience in Documents Control
• Systems use in: biw, connect, buzzsaw and SAP

Document Controller and Administrative Associate Duties and Roles:

• Report to project manager to assist in administrative and document management related activities to meet the project objectives and maintain the flexibility to take on additional tasks as and when required.
• Effectively manage, locate and store documents produced/handled by Altran team within the selected document repository environment.
• Collaborate with the client document controller to ensure that the procedures followed throughout the project are in compliance with local site and global corporate policies and practices.
• Ensure that all required Altran project team members have access to documentation required for project execution, when needed.
• Provide Administrative support (i.e. print, scan and assist with approval of all work packages, support PM/WP Leads).
• Provide Documentation Control project support (i.e. as advised by project manager assign data packages to allocated leads, track dates & duration of initiation, review and approval etc.)
• Ensure that a traceable check-in and check-out procedure and/or log are in place
• Regularly track the status of data packages by coordinating with the stakeholders and updating internal project progress tracking tools.
• Coordinate and book rooms for the meetings with the client project team and/or directed by other team members.
• Take notes on minutes of meeting during meetings to support timely and efficient delivery, within the required project timelines.
• Assist with finding alternative modes of transportation for project team members, when required (or during emergencies).
• Assist with the organization and setup of the front office workspace located on site, in collaboration with the client.
• Ensuring the stationary items and accessories availability for the site team members and printed documents in proper binders for ready reference whenever required.

Document Controller and Administrative Associate Qualifications:

• Demonstrable, hands-on work experience in document management activities, preferably working within a bio/pharmaceutical manufacturing environment.
• Fluent with Microsoft Office and hands-on experience particularly with Excel and Word.
• Able to multi-task – can prioritize work and meet goals while assisting the team at the same time.
• Excellent reading and writing skills in the English language.
• Demonstrate a high degree of meticulousness and proactivity.
• Direct experience in a client facing role.
• Excellent communication skills, coordination and organizational skills.
• A valid Ontario driver’s license for passenger vehicles.

Document Controller Details:

• Document control and administrative support to the teams
• Issue design documentation, set up and maintain document registers
• Manage, register and distribute all incoming documentation
• Maintain stationery stocks and order all necessary office supplies
• Collate and issue Operations and Maintenance Manual (O and M) packs
• Maintain accurate operative and training records
• Take minutes of meetings

Document Controller Skills, Ability and Experience:

• Previous experience within a similar role
• Experience of Microsoft Office 365
• Highly organised and structured
• Confident to work independently
• Willing to learn new skills and take on new challenges
• Excellent communicator and team player
• Drive to seek continual improvement in the business
• Clear communication and customer services skills
• Competent user of Excel

Document Controller / Senior Administrator Accountabilities:

• Set up detailed design folders on SharePoint for all live projects
• Work with the project team(s) to manage and control all documents entering and leaving the project(s), including registering, referencing, filing and distribution, using electronic document systems, to allow instant and efficient retrieval of such documents
• Maintaining the drawing register and reporting on drawing status
• Management of the Technical Submission process and reporting on status
• Uploading drawings and documents to the Client web portals such as For Projects, Aconex, Asite and Conject.
• Produce and maintain accurate project control documentation such as status reports, drawing registers, tech sub registers, RFI Registers
• Review and update registers on a weekly basis updating status's and providing comments
• Use the tools available to support the needs of the project team and stakeholders
• Ensure documentation progress is reported regularly, consistently, accurately and in a manner to suit key project stakeholders
• Highlight and chase designers and project managers for amendments to status B/C drawings and tech subs
• Work with the project team(s) to collect, collate and manage all the Record and Completion documentation including Operating and Maintenance Manuals, Record
• Liaise with the clients, consultants and subcontractor document controllers
• Attending internal meetings within the department
• Ensure that all admin task and functions are completed in line with company standards and legislations
• General duties, printing, filing, assisting site team in day to day tasks

Document Controller / Senior Administrator Knowledge, Skills and Experience:

• Sound knowledge of working in a construction or project office environment including familiarity with best practice project documentation
• Experience using common Project Management tools, such as MS Project For Projects, Aconex, Asite and Conject, 4projects,Viewpoint
• Excellent communication skills (written and verbal)
• IT Literate, proficient MS Word, PowerPoint and Excel.
• Team player with excellent inter-personal and communication skills, both written and verbal.
• Excellent time management and organisational skills with high attention to detail.
• Self-motivated, proactive and able to work on own initiative.
• Good customer care skills.
• Flexible approach to working hours; ability to work overtime as and when the business needs dictate.
• Awareness of IPMA/APM & PRINCE2 environments
• Ability to build and maintain good working relationships with all colleagues and external clients.

Duty and Role of Document Controller:

• Distribution of all documents to all required team members
• Become an expert user in the use of web-based document control systems, (as required by the clients)
• Training users and assisting outside organizations (when necessary)
• Printing of all RFQ’s, RFP’s, PA’s, addenda etc.
• Maintain current and accurate filing of pursuit documents in project folders: download files, upload files, print files as necessary
• Manage Document Control Tracker: update and keep current the document control tracker on all pursuits
• Manage SharePoint folders for all pursuits and setup SharePoint access for outside partners if required, provide instruction to outside partners on the functionality of the SharePoint
• Provide administrative support to pursuit team as required

Experience and Qualification of Document Controller:

• High School graduate, Administration Diploma or equivalent experience
• 2-3 years prior document control experience; construction industry experience an asset
• Good formatting, grammatical, word processing and spreadsheet skills using MS Office (Word, Excel, Outlook)
• Strong communication and problem-solving skills along with ability to prioritize work load along with attention to detail
• Must be able to work in a fast-paced environment with a high volume of work
• Ability to build solid relationships with Owners, Subcontractors, Vendors, and Designers
• SharePoint experience is an asset

Document Controller Tasks:

• Setting up and maintaining project documentation within project filing requirements.
• Checking the quality of drawings and documents as project deliverables.
• Receiving, tracking and monitoring models, drawings and documentation.
• Interfacing with the project team to coordinate the control of documentation.
• Generating transmittals to send documentation to external parties through electronic or hard copy means.
• Checking the accuracy of transmittals.
• Troubleshoots problems of medium complexity and recommends appropriate action.
• Project size could range from low to medium complexity.
• Ensures all local practices and activities comply with company policies and procedures.

Document Controller Qualifications:

• Able to work as part of a team under limited supervision.
• No experience is necessary, but the position is ideally suited to school leavers who can demonstrate:
• Minimum of 3 GCSE at grade ‘C’ / 4/5 or above, including Mathematics, English and Science, and/or either;
• Show an aptitude towards software-based engineering and drawing e.g. Computer Aided Design (CAD) and other similar 3D software.
• Demonstrate an interest in and a desire to pursue a career specifically within Building Services Engineering.
• Commitment to continued education and improvement through on-the-job learning and training opportunities.
• Creative, practical, adaptable and enthusiastic.
• Ability to demonstrate attention to detail.
• Ability to think in a methodical way to design, plan and organise parts of projects.
• English language proficient, holding excellent communication skills to present information in speech, drawings and reports.

Document Controller and Compliance Officer Responsibilities and Functions:

• Be responsible for the timely, accurate and efficient preparation and management of documents. 
  
• Control the publication, indexing, storing, updating and retrieval of both electronic and hard copy documents produced by operational teams, projects or other business departments.
• Support the monitoring of compliance to ANSL’s quality, safety, and security management systems.
• Produce periodic performance reports required by the regulator and company management.
• Responsible for the timely, accurate and efficient preparation and management of documents.
• Support the management, development of best practice, and review of the company’s document control and change management processes.  
• Control the publication, indexing, storing, updating and retrieval of both electronic and hard copy documents produced by operational teams, projects or other business departments.
• Responsible for the management of the Master Record Index (MRI). Use the MRI to monitor and manage the overall currency of documents.
• Monitor the notifications of changes to ATM regulation, customers’ documentation, ISO standards and best practices, ICAO documents and other relevant documentation.
• Monitor the CAA Skywise notification system.
• Ensure that key stakeholders are notified of relevant changes to ANSL documentation (e.g. in line with the SLA with GAL).
• Responsible for the management and auditing of the Safety Assessment Record Documents that align with both internal and regulatory bodies standards.  
• Attending the Safety Development and Review meetings, taking the minutes, distributing and maintaining a record of actions and progress against these ensuring ownership by the relevant persons is against these and items are closed in a timely fashion.
• Support the monitoring of compliance to ANSL’s quality, safety, and security management systems.
• Conducting periodic quality checks on the documentation to ensure its continued compliance and making recommendations for change where applicable.
• Participate in the internal audit process pertaining to document control.
• Produce periodic performance reports required by the regulator and company management.
• Support the wider work program of the Safety, Security and Quality team as required. 
• Support external audits where appropriate.
• Collaborate with other quality experts and attend relevant customer or industry forums to ensure the company are proactive in this arena.
• Attend other external meetings and internal meetings as requested.
• The post-holder must co-operate with all policies and procedures designed to ensure equality of employment. 
• Co-workers, customers and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.
• Actively promote ANS to internal and external customers, carrying out all duties in an efficient, professional and courteous manner; clearly & effectively communicate with customers & staff.
• Demonstrate the values within the business always.
• Training in relevant document control and quality standards, with an in depth understanding of ANSL’s change management process.
• Comprehensive knowledge of relevant change management regulation, CAA and ICAO documents. 
• Trained as an internal auditor.
• Considerable comparative industry sector experience (ideally aviation).
• Previous ISO or auditing responsibility is desirable.
• Information gathering and analysis from a variety of sources, understanding the relationships between recommending certain courses of action.
• Effectively adapting to varying environments, responsibilities or people while maintaining effectiveness.

Document Controller and Compliance Officer Ability, Skills and Experience:

• Ability to proactively develop long term relationships based on mutual trust and confidence, finds it easy to communicate with people at all levels and backgrounds.
• Teamwork willing to participate as a full member of the team.
• Planning and organising, establishing a course of action for self and others to accomplish specific goals with a good attention to detail.
• Strong IT skills in MS office including Outlook, Excel and Word. 
• Excellent communication skills.
• Document Controller Knowledge And Skills
• Excellent verbal and written communications skills
• Able to multitask, organise, and prioritise workloads, as well as meet strict deadlines.
• Attention to detail.
• A resourceful individual who is flexible in approach.
• 36 days holiday accrual (pro-rata) including bank holidays
• Company pension scheme