DOCUMENT CONTROLLER

Responsible for collection, distribution, retention and archiving of documents through document management systems and work processes.

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Ensures all technical documentation associated with the assigned project scope is registered, filed, transmitted, and archived in compliance with document management procedures.

Levels I-V reflect increasing levels of expertise and responsibility, see levelling guidance for further information

KEY ACCOUNTABILITIES & RESPONSIBILITIES

- Register and transmit internal, vendor and client documentation for the project.
- Check documentation to ensure that formats comply with company and client standards.
- Archiving Project and Corporate Records, either hardcopy or electronically; and the identification, indexing, transfer, storage, protection, retrieval, retention and disposition of the records.
- Ensure all project documentation is imported into document management system and filed accordingly
- Ensure all documentation is transmitted to the client as per client requirements and in an expedient manner
- Archiving and retrieval of historical documentation
- Quality check of all Documentation prior to issuing/transmitting to client
- Responsible for the handling of requests for new Document numbers/hard copy documentation
- Scanning, printing and copying of project documentation
- Process and record accurately all technical documentation in accordance with agreed procedures
- Ensure that hard copy and electronic record files as required are maintained in good order to comply with QA requirements
- Run document control reports (if available and required) from the applied company or project document control system.
- Ensure document management procedures satisfy project, client and regulatory requirements




- Independently handle all aspects of Project documentation utilizing various document control practices and Electronic Document Management Systems (EDMS)
- Monitor progress of in-house and Client reviews of technical data
- Contribute to compilation of final project dossiers, as built portfolios and archiving
- Establish a systematic and comprehensive Project Filing System
- Produce exception reports, comment overdue reports and any other reports for Project Management review
- Maintenance of the project's document storage structure

WORKING RELATIONSHIPS Internal:
- Establish and maintain effective working relationships and communicate across the project / contract interfaces.
- Operates within local organization and accomplishes work through effective consultation with more senior professionals
- Deals directly with immediate supervisor, co-workers and team members

External:
- Engages in exchanges of information

LEVEL OF INFLUENCE & DECISION MAKING AUTHORITY

Actions and decisions typically have limited impact on the results of the project or department. Results are short-term and immediately obvious.

Solves problems and makes judgements within established guidelines and procedures. xghoner

Manuals, instructions, procedures and precedents are generally available for guidance.

PERSON SPECIFICATION Qualifications:

Minimum ISCED Level 3 (Secondary education)

Knowledge, skills, and experience:

- Knowledge of MS Office
- Knowledge of SharePoint/Documentum/ProjectWise or similar electronic document management system
- Knowledge of Adobe
- Communication skills - both written and verbal
- Skills in word processing, spreadsheets, database applications and electronic data management systems

Personal attributes:
- Excellent organisational skills and a logical and ordered approach
- Effective communication and interpersonal skills
- Strong team player
- Ability to work in a high - pressure environment, pay strict attention to detail and ensure the accuracy of the outputs

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📌 DOCUMENT CONTROLLER (Madrid)
🏢 ADYD Group
📍 Madrid