Document Controller

Document Controller

Limerick

The role of the Document Controller is outlined as follows:

•  Controlling company and project documentation
• Following and improving document control procedures
• Ensuring all documentation meets formal requirements and required standards.
• Sorting, storing and retrieving electronic and hard copy documents on behalf of clients and industry professionals.
• Producing document progress reports for senior managers
• Conducting regular reviews and document audits
• Using computers to organise and distribute documents within a company.
• Helping in the planning stages of a specific project
• Ensure documents are shared at key times to facilitate timely project completion.
• Working in an office.

 Primary Duties and Responsibilities: 

The main duties and responsibilities of the Document Controller are outlined as follows:

•  ACC Platform Administration and Document Management - Manage Glanua's internal ACC workspace, including user access, folder structure, version control, and document management for the project.
• EIDA Formal Document Submissions - Create and manage transmittals in EIDA (Client Portal) in line with their SOP for good document management.
• EIDA Submittal Management - Process all technical submittals (shop drawings, product data, material submittals, samples) through EIDA.
• EIDA Quality Plans and ITP Management - Upload Quality Plans and Inspection Test Plans (ITPs) to EIDA before construction activities begin.
• EIDA RFI and NCR Management - Create and manage RFIs (Requests for Information) and NCRs (Non-Conformance Reports) in EIDA.
• EIDA Quality Assurance Documentation - Ensure all QA documents are GDP compliant with proper signatures and dates.
• ACC to EIDA Document Transfer and Version Control - Coordinate document transfer from ACC (internal) to EIDA (client submission).
• Client Comments Management (EIDA to ACC) - Download any client comments and markups from EIDA, and distribute to the Glanua team via ACC.
• EIDA Turnover Package Management - Compile Vendor Turn Over Packages (VTOP), Trade Turn Over Packages (TTOP), and Construction Turn Over Packages (CTOP) in EIDA.
• Good Documentation Practices (GDP) Compliance - Ensure all documents meet GDP standards before submission to EIDA.
• EIDA User Access and Training Coordination - Coordinate EIDA access requests for Glanua staff through Client Document Control.
• Document Control Reporting and Metrics - Generate daily/weekly/monthly document control status reports
• Manage QA procedures and processes ensuring compliance with Glanua company procedures is always maintained.
• Report to project teams on non-compliance to company procedures
• Engage with Project Teams to provide upskilling and training on our BIM 360 document management system.
• Liaising with the Digital Lead, BIM Coordinators, Design Managers, Project Managers and site staff for all documents submissions.
• Provide brief status reports to synopsize projects progress.
• Ensure the timely, accurate and efficient distribution of information in order to maintain the agreed construction programme and deliver our client requirements.
• Maintain confidentiality around sensitive documentation.

Knowledge, Skills, and Experience:

The prior knowledge, skills and experience required of the Document Controller are outlined as follows:

• Proven experience of implementing or using existing web-based information management systems.
• Qualification in or previous experience of Information Management, Office Administration or similar field is desirable though not essential as training will be provided to the right individual.
• 5 years minimum experience in Documentation or Information management, ideally within the construction industry.
• Previous experience of implement and managing cloud-based document management systems is preferable.