West London, London
£18.25 - £21.33 per hour
7 months ago
4 - 6 months
We have an opportunity for a Document Control Practitioner to join the team based at our Client premises in London NW10.
The successful candidate shall exhibit qualities that can provide a professional service to our customers at its highest standards, on time, and to meet project goals.
Operating as part of the Project Document Control team you will report to the Project Document Control Lead.
You will be responsible for maintaining document control processes for Supplier / Sub Contractor Documents.
Document control processes have evolved over the years such that Document handling will primarily be electronic. Work will involve processing of documents in the Electronic Document Management System (EDMS) recording data to describe the documents accurately is paramount.
The successful candidate must be able to exhibit experience of leading a team in the processing of Supplier / Sub Contract or Licensor Documents.
They will be able to exhibit at interview, an understanding and maturity in their approach to this role such that we gain confidence in their ability to read, understand and implement our procedure:
We work with a detailed procedure that describes what documentation is required from our Suppliers / Sub Contractors, in what format and file type.
Our work process requires document numbers and titles to be managed in advance of document submittal through a Supplier / Sub Contract Document Register (SDR).
When documents are submitted they are precisely identified and placed on our file transfer tool (eRoom) alongside a marked up SDR to indicate which documents are being submitted.
We then use a tool to help us check / align the correct revisions and metadata with our EDMS system to streamline the process of upload and onward distribution of documents for review and approval.
THE ROLE WILL INCLUDE:
Reading / digesting our procedure such that you are able to implement it.
The successful candidate will have ability / knowledge of EDMS systems such that they are able to quickly grasp the use of our system following a desk guide. Technical support will be provided.
Working with Responsible Engineers to foster understanding of their role in the process and encourage ownership of their responsibilities.
Working with Suppliers / Sub Contractors Document Control teams to facilitate the SDR process such that their role in the process as described in the procedure is followed to the letter. This will be supported by Responsible Engineers.
Attending kick off meetings as required and or organising presentation sessions with parties involved to drive down the use of the procedure for each of our Suppliers / Sub Contractors.
Processing the SDRs and their associated documents through use of the Company tool to upload Documents to and from our EDMS.
Distribute Documents for review in the EDMS
Process documents returned from review and return to Supplier / Sub Contractors in a timely fashion.
Reports are run on a regular basis by project personnel. The Supervisor should be able to foster confidence in the accuracy of the reports by being confident that the document controllers in their team are entering data accurately. An accuracy checking processes will be implemented to help monitor input.
Manage a team of Document Controllers in the home and overseas offices through building a rapport and maintaining regular contact via telephone and electronic communicator.
Work with responsible engineers to implement and maintain a distribution matrix for each package of documents
Document integrity is very important to us.
The candidate will need to demonstrate their understanding of what to look for when checking physical documents against the electronic record.
We require a committed and reliable person who has the experience and understands the supervisory responsibility, is flexible to changes, will seek guidance as appropriate, and be able to work under pressure and manage their team successfully to meet the projects milestones.
Team management includes monitoring and assigning workload and being part of the team in performing the tasks as required.
It is expected that the candidate will be able to assess workload, plan resource in collaboration with their Lead and be able to process documents efficiently. They are expected to be able to intuitively spot and address potential issues before they become a problem and inform the Lead accordingly.