Document Controller Executive - Design Commercial

Role & responsibilities

The role is responsible for ensuring the efficient handling of design-related documents throughout the project lifecycle. Additionally, the role is responsible to oversee the organization, distribution, and maintenance of design documents, ensuring accuracy, compliance, and accessibility to support the design process.

Principal Accountabilities

• Document Management - Develop and maintain a standardized document management system, including folder structures, naming conventions, and access permissions, to ensure efficient storage, retrieval, and version control of project documents. Receive, log, and distribute incoming project documents to relevant team members promptly, ensuring accuracy and completeness in document tracking and recording. Monitor document workflows and deadlines, proactively following up on outstanding actions to ensure timely completion and adherence to project schedules. Continuously evaluate and update document control processes and tools to enhance efficiency, usability, and alignment with evolving project requirements and industry trends. Ensure all project documentation is completed on BIM 360 and Aconex. Conduct regular quality checks on project documents to verify accuracy, completeness, and compliance with relevant standards, specifications, and regulatory requirements. Collaborate with various stakeholders to address any discrepancies or inconsistencies identified during quality checks, facilitating corrections and revisions as necessary. Ensure that all project documents are properly reviewed, approved, and archived according to established procedures, maintaining audit trails and records for future reference.

• Training & Support - Serve as the primary point of contact for internal and external stakeholders regarding document-related inquiries, requests, and updates, fostering clear and effective communication throughout the project lifecycle. Provide training and support to team members on document management tools, procedures, and best practices, promoting awareness and compliance with document control standards.

• Innovation and Efficiency Enhancement - Explore and implement emerging technologies or software solutions to enhance document management processes. Collaborate with IT and software development teams to customize or develop new features within existing document management systems to address specific project requirements or improve the user experience. Automate document tasks like routing, approvals, and alerts to speed up processing and minimize manual work.

• Risk Management - Implement document control policies and procedures to mitigate risks associated with data security, confidentiality breaches, and unauthorized access to sensitive project information. Regularly audit document management practices to identify potential compliance gaps or deviations from established protocols, develop & implement corrective action plans to address any findings.