Document Controller Job Description
To support the project team with administrative and document control activities, ensuring the project meets both client contractual obligations and internal quality system requirements. The role involves strict adherence to deadlines and ensuring all stakeholders follow consistent procedures for document handling and control.
Key Responsibilities
Procurement
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Contact suppliers to confirm the status and delivery dates of active purchase orders.
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Process material requests and file appropriately on the server.
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Verify accuracy of purchase orders against material requests before filing.
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Collate and store vehicle reports for head office review.
Worker Document Management
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Receive and validate employee starter check forms, updating the internal system accordingly.
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Maintain project holiday calendars and training matrices.
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Ensure time sheets for client reporting (e.g., NEC4 Option E) are collected and filed.
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Liaise with the Project Manager to record and file training certificates and attendance records.
Document Management
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Assign and track document numbers for all official project files.
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Log and register incoming documents from clients and notify relevant team members.
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Review and file all outgoing correspondence, ensuring accuracy and consistency before upload.
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Maintain registers for RFI, VO, NCE, and EWN on the server.
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Review and process daily and nightly site reports in coordination with site managers prior to upload.
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File and manage weekly site documentation (TBTs, inspection sheets, briefings, etc.).
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Prepare typed correspondence and other project-related documents as required.
Communication
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Compile and distribute daily project emails.
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Answer phone calls and take messages where necessary.
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Attend project meetings to take minutes and issue them within 24 hours.
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Prepare meeting agendas as required.
Commercial Support
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Input labour distribution data into the cost/time analysis spreadsheet and update weekly.
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Work with the QS/PM to keep the Compensation Event register up to date.
Compliance & QA
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Maintain and update the project QA file.
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Conduct regular internal audits on document compliance and report findings.
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Monitor and report on implementation of internal project delivery systems and escalate non-compliance where necessary.
Deputised Duties
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Act as deputy for other roles where competent, and ensure cover is arranged for own responsibilities during periods of absence.
Technical Competencies
Quality
High standards of accuracy and consistency, even when under pressure.
Health, Safety, Environment
Supports and adheres to internal health, safety, and environmental requirements, setting a standard for the project.
IT/Tools
Solid understanding of document control systems and project management tools. Familiarity with project delivery platforms is an advantage.
Experience
Minimum 5 years’ experience in project administration, ideally within large-scale construction projects