Document Controller

Job Description

The Document Controller is responsible for supporting teams across the PMO function with all document storage, sharing and protocol. The role holder acts as a main point of contact for documentation queries for the organisation. As part of the document controls team, the role holder monitors the implementation of document control tools, manages the document system and provides support to junior document controllers in the team. The role holder ensures compliance with standards, maintains accurate records and identifies process improvement opportunities. The role holder drives effective document management throughout the project lifecycle. 

Responsibilities:

• Monitor the creation, tracking, and storage of documents in a centralised repository, ensuring optimal organisation for easy access and retrieval. 

• Develop and refine version control protocols to ensure the most current and relevant documents are utilised, while maintaining comprehensive records of historical versions for reference. 

• Monitor the precise management of documents, including tracking revisions and maintaining accuracy and consistency in document versions. 

• Manage and optimise the distribution of documents to internal and external stakeholders, ensuring timely and accurate dissemination of critical information. 

• Ensure all documentation strictly adheres to organisational policies, industry standards, and regulatory requirements, upholding consistency in document formats and templates. 

• Implement and regulate access rights to safeguard sensitive information, ensuring only authorised personnel have appropriate access. 

• Facilitate and enhance communication with team members, stakeholders, and vendors to streamline document exchanges and updates. 

• Coordinate and improve the document review and approval processes, ensuring efficient and timely revisions and endorsements from relevant stakeholders. 

• Maintain and enhance records of document history, including revisions, approvals, and distribution logs, crucial for audits and future references. 

• Generate and analyse reports on document status, activities, and compliance to support project management and strategic decision-making. 

• Identify and implement opportunities to improve document management processes and systems, ensuring they remain effective and evolve with project needs. 

• Lead the prioritisation of tasks to meet deadlines and manage document flow across various project phases efficiently. 

• Proactively identify and resolve complex issues related to document management, implementing solutions quickly and effectively. 

• Provide guidance and support to junior document controllers, fostering a collaborative and efficient team environment. 

• Perform additional tasks, activities or other duties as may be required or assigned as part of the role.

Experience:

• >5 years' experience in document control and a proven track record of handling project document control 

• activities in high value rail projects or projects of a similar scale / complexity. 

• Knowledge of quality management and process improvement practices and systems, preferably within 

• the construction sector. 

• Strong experience in document control activities relating to compliance, quality and policies. 

• Strong experience working with document management systems, databases and software. 

Qualifications

• Proficiency in document management systems (DMS), databases, and software such as Microsoft Office, SharePoint, or specialised document control software. 

• Strong knowledge of project management principles and practices to align document control activities with project goals. 

• Strong knowledge of industry standards, regulations, and legal requirements related to document handling and storage. 

• Strong understanding data protection principles to safeguard sensitive and confidential information. 

• Ability to adapt to changing project needs and document management technologies or processes. 

• Ability to work effectively in a team environment. 

• Excellent verbal and written communication skills to facilitate clear and consistent dialogue between all parties involved. 

• Ability to govern and drive outcomes to ensure high quality service. 

Advantageous however not mandatory for this role:  

• Minimum Level 8 degree (or equivalent) in relevant subject area e.g., Project Management, Business Administration etc.    

Additional Information

• Full time
• Competitive remuneration and attractive range of benefits
• 8% Pension
• 23 days Annual leave (+ 2 company days)
• Opportunity to work on impactful and innovative projects
• Career development opportunities both in Ireland and globally
• Opportunity to work with a diverse group of talented and collaborative colleagues

Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change.

We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance. 

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

Please find out more about us at www.turnerandtownsend.com/

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Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review.