Document Control Assistant

Job content

Job Title: Document Control Assistant

Location: Blyth

Job Purpose

ISG have recently secured a £500m new build Battery Gigaplant project in Blyth, and this role is to work within the document control team and adhere to the processes and protocols in place as well as reinforcing these with the downstream team.

KeyResponsibilities

• To understand and work within the document control system; to uphold the processes and protocols.
• To understand and effectively use the Drive we use.
• Help manage the information distribution involved in procurement using the document control system.
• Maintenance of accurate records of all drawings and other construction documents issued by consultants and contractors through each stage of the project. Process a large number of documents daily, including a thorough QA check, printing and review/ distribution, and electronic forwarding to create an accurate and comprehensive audit trail.
• Ensure that an effective internal review loop is maintained so that all documents are properly reviewed by the Project Team.
• Ensure that every drawing or other design document is received by the relevant subcontractors and consultants; this involves being a final point check on any distribution marked by the Project Manager or Construction Manager.
• Establish from outset a close relationship with the existing Document Control team and the wider ISG team to ensure that the proper procedures are put in place to maintain cost control and contractual integrity of the Project.
• To log, distribute promptly and keep updated various instructions from consultants, clients, project managers etc.
• To label, log, store and process all sample approvals.
• Establish and maintain a Request for Information system, providing reports to the Project Team as necessary.
• Communicate to the Project Team the abilities of the document control system and provide training, technical and procedural support for all users
• Liaise with consultants/contractors to ensure that all parties are working to the correct drawings and other design documents, and to ensure that all parties are issuing documents correctly.
• Thoroughly police the procedures and standards defined in the project’s protocols and procedures.
• Maintain an awareness of the current issues and progress of the project to ensure that documents are continuously prioritised in a way to best suit the Project.
• Review all comments made on documents to ensure that they have been added electronically to form part of the audit history and that the comments are reviewed by the project team and the status of documents is updated accordingly.
• Keep up to date copies of each drawing and other design/ approval documents on site for the use of the Project Team.
• Establish and maintain a report diary in order to deliver accurate and timely reports related to document control as requested by project and professional teams (e.g. outstanding approvals, unanswered RFIs etc.)
• Provide the team with timely and accurate answers to all document control related queries.
• Undertake regular reviews of the system to ensure effective use across the project.
• Foresee any issues that have potential to disrupt the information flow or audit trail of the project and take appropriate actions to resolve these issues.
• Document all discrepancies in document issues to subcontractors and professional partners, ensuring that the Project Manager is aware of any discrepancies and that all problems are resolved in a timely fashion by liaising directly with all members of the wider project team.
• Create and maintain an accurate, efficient and user-friendly filing system (as set out in the company’s Best Practice Manual), ensuring that copies of drawings and documents are easily found.
• Order reprographics as necessary, liaising with the Project Team and the reprographics supplier to ensure that costs are controlled.
• Ensure that a drawing rack is set up and maintained with current drawings, detailed on a corresponding directory.
• Set up, configure and maintain an electronic snag management system, providing reports to the project team as necessary.
• Take responsibility for the production of handover manuals and/or Operation & Maintenance manuals to ensure that approved and finalised documents are issued to the Client at Practical Completion.
• At the end of the project, ensure that all project files are collated and correctly archived for easy and accurate retrieval.

Experience & Skills

• Experience of working on a Construction Site environment, and preferably in a similar role.
• Experience using an electronic document control system-preferable - Aconex
• Knowledge of document control and/or construction industry processes/terminology-preferable
• Proven Planning and process management skills.
• Accurate typing skills with minimum of 60 wpm.
• must be able to communicate effectively, articulately and positively
• Advanced knowledge of Word, Excel. Powerpoint preferable

How To Apply

If you’d like to be part of #TeamISG – to dream smart, speak frankly, always care and never stop learning – the next step is to make your application by following the link below.

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