Document Controller

Jackson Hogg is excited to be working with an expanding engineering company, in their search for a Document Controller.

Title: Document Controller

Purpose of the Role:

• Responsible for the compilation of the Final Documentation Package for the projects assigned by the Quality and Document Control Manager.
• Perform Quality Assurance activities, ensuring compliance to the company’s standard procedures, and client’s requirements.
• Responsible for coordinating the distribution of documents within the team and to outside parties.
• Maintenance of internal filing/retrieval systems and the uploading and downloading of documentation to dedicated project websites/files along with the project archiving in line with company procedures.
• To assist in ensuring that the company operates in an efficient manner by controlling documentation and providing personnel with administrative support.
• Responsible for the promotion of Good Documentation Practices within the business

Duties and Responsibilities:

Operating and Maintenance Manuals Compilation and updating of project manuals for client issue. This involves working closely with the Project Manager for the assigned project and members of the project team as well as external interested parties.

Document production and distribution:

• Day to day processing, distribution, storage and retrieval of drawings and documents
• Maintaining document records in line with the Quality Management System (QMS)
• Setting up project QMS documents and folders
• Compiling, printing and binding multi-discipline project reports and other documents
• Manual and electronic issue and filing of emails, drawings and other documents, including maintaining drawing registers and electronic drawing files
• Maintaining spread sheets and records of project documents and distributing them to the team
• Monitoring project extranet websites, uploading and downloading drawings and reports and distributing to the team
• Acting as a focal point to ensure the project team has all current documents, information and drawings from others in the design team
• Converting incoming and outgoing drawing files to commonly usable file formats (eg PDF) as required.
• Maintenance of the Supplier Approval system
• Performing Internal and External Audits, Archiving
• Ensure processes and procedures are in place and compliance to these procedures is adhered to
• Maintaining the electronic structure of the projects by ensuring closed projects are moved to the archive server safe area
• Ensuring offsite storage is well maintained and material can be retrieved quickly.
• Organising the secure disposal of material when it reaches the end of its legal storage time
• Record archive loans and returns
• Conduct initial outside archive queries on behalf of the Project Leader.
• Photocopy and scanning of material for archiving and library
• Record library loans and returns

General Attributes:

• General project administrative support
• Assisting in the preparation of reports and updating records
• Organising postal and courier transmittals
• Attending meetings as necessary and taking minutes

Hours (Flex.): 9am - 4pm and early finish on a Friday

Length: 6 Months

Job Type: Full-time

Schedule:

• Monday to Friday

Work Location: One location