Document Controller -Civils

Document Controller - Newbridge
We are recruiting a Document Controller to join the Civils department. The document controller is responsible for the communication, filing, storage, retrieval, issuing of Project and Group related documents and will be based at head office in Newbridge.

The role will involve coordinating with the different personnel and support functions as well as designers and clients ensuring that documents are kept in the right location and are accessible to all internal services. Ultimately, you'll support our procedures maintaining transparent, up-to-date and easily traceable documents. An understanding of the organisation's business matters is crucial so as to be able to identify and control documents effectively.

We intend to use Aconex along with Projectwise and BIM systems so the individual will need to have experience with file sharing and storage systems but specific system training will be provided.

Duties

• Working to frequent deadlines and ensuring that all departments of the organisation are following the same procedures with regards to documents
• Ensuring that documents are in the right location, they are categorised according to the type of document with the help of the document controller. This involves checking and approving documents before they are filed and liaising with internal and external agencies to ensure that documents contain correct and understandable information regards their categorisation
• Record keeping and the regular provision of information as required
• Daily, weekly and monthly reporting for internal and external requirements
• Providing support for all meetings and milestones.
• Typing contracts, archiving files and ensuring all team members have access to necessary documentation.
• Copy, scan and store documents, Check for accuracy and edit files, eg contracts
• Review and update technical documents (e.g. manuals and workflows)
• Distribute project-related copies to internal teams,
• Ensure correct storage of physical and electronic documentation
• Create templates for future use
• Retrieve files as requested by employees and clients
• Manage the flow of documentation within the organization
• Maintain confidentiality around sensitive information and terms of agreement and Prepare ad-hoc reports on projects as required
• Assisting with tender submissions.

Requirements

• Excellent interpersonal skills, with the ability to work with one or more teams
• Good written and spoken communication abilities
• Excellent IT skills with a high attention to detail
• Accuracy
• A flexible and proactive approach
• Demonstrate leadership skills
• Candidate must have valid visa to work in Ireland (Stamp 1G/Stamp 4/EU Passport)