Document Controller

Job Reference: 1517787986-2
- Date Posted: 9 December 2024
- Recruiter: Londinium Recruitment
- Location: City, London
- Salary: £35,000 to £43,000
- Bonus/Benefits: Full package
- Sector: Administration, Business development, Print, Production
- Job Type: Permanent

**Document Controller**
**Main Contractor - Commercial Refurb & Fit out**
**£35,000 - £43,000 DOE**
**Projects Based (Central, West & South London)**
**Immediate Interviews**

**Our Client**:
Reputable and market leading commercial refurbishment and fit out contractor, offering over 60 years of valuable experience. Specialising on build and design of projects ranging from £500k to £35m. Offering bespoke, high-end **Refurb, Fit out, Alterations and Extensions on**:

- Offices
- Restaurants, Cafes & Shops
- Schools & Student Accommodations
- Sports & Leisure Facilities
- Healthcare Wards & Clinics

**Document Controller Responsibilities**:
The current opening relates to the day to day management of **Document Control and Project Coordination/Admin** on sites located in various London locations.

The extent of role expectations will vary depending on the size, complexity of the project, You will report into the site Project/ Senior Project Manager.

**Essential DC requirements**:

- Ideally 2/3 years Aconex EDM experience.
- Document/Admin support experience for main contractor.
- Capable of overseeing more than one project at one time.
- Comfortable overseeing and running large schemes as Document Control lead.
- Flexible mentality and happy to visit sites in and around London.

**DC Duties include**:

- Ensure the project document control related tasks delegated by the Project Manager are suitably completed in preparation for site mobilisation and later handover (Project Commencement / Handover Checklists).
- Establish and provide training for **ACONEX** (project agreed DC system) to site team / Sub Contractors and Consultants to ensure each organisation / individual is suitably aware of system use and expectations.
- Champion project document control standards, systems, efficient flow of documentation, handover and close-out related to the project to ensure consistency.
- Create and maintain users on project electronic document control / defects management systems **(Aconex, Plexus and SnagR).**:

- Ensure all drawings/documentation are correctly identified, distributed and filed/stored using agreed document control system and based on a project specific distribution matrix / chase responses particularly including consultant responses on Contractor Design information.
- Track and chase outstanding RFIs responses & outstanding Technical Submittals responses.
- Log CVIs / CAIs, site instructions received.
- Archive project systems data at project Handover.
- Support monthly cross project Document Control / Project Administration health checks assessments.

**Project Coordination & Administration**:

- Ensure the project administration related tasks delegated by the Project Manager are suitably completed in preparation for site mobilisation and later handover (Project Commencement / Handover Checklists).
- Set up hard copy site records folders for site office.
- Ensure set up of the electronic records folder system for the project.
- Champion and health check placement of records in the project electronic and hard copy filling system.
- Create and maintain project directory throughout project in tandem with Plexus contacts system.
- Ensure new contacts are captured on the directory as the project progresses.
- Manage project outlook diaries and meeting room co-ordination / catering for meetings where required.
- Support production and issue meeting minutes.
- Support on-boarding of new Collins staff to the project.
- Collate and maintain a record of holiday requests using central chart.
- Snagging - create users on SnagR and demonstrate how to use.
- Assist in the preparation, collation and issue of project reports and registers.
- Act as point of contact for external reprographics and courier provider.
- Collate stationary / cleaning products requirements for the project and order from Head Office.
- Collate PPE and welfare item requirements and order from Safety Signs.
- Populate H&S notice board if no Logistics Manager is in place.
- Scan in inductions and signing in sheets monthly and retain in Egnyte.
- Collate information for Smartwaste including request meter readings and track mileage of deliveries to site.
- Order equipment for site including IT equipment such as printers, waste paper recycling facility, water dispenser and fruit drop.
- Print and laminate signage based on planned logistics / Health & Safety requirements.
- Register operatives on site access arrangements throughout project if no Logistics Manager is in place.
- Collate and issue information for newsletter.
- Organise charity / local engagement events etc. for Considerate Constructors Scheme.
- Chase outstanding O&M uploads.
- Organise project celebrations.

**Health and S