Document Controller

Ref: Full-time, Permanent

Location: Hybrid – London Office / On site as and when required

Salary: Negotiable

COMPANY INFO:

CField Construction is a privately owned Building & Civil Engineering contractor that provides construction services to both private and public partners across a wide range of sectors in the UK and Ireland.

The company has a group turnover of over £200m with offices in the UK and Ireland, including London, Edinburgh, Cork and Limerick. Our vision is to be the contractor of choice with a reputation for delivering the highest quality projects and an unparalleled service. CField employs the best people, invests heavily in training and development, and ensures that the highest standards of quality, health & safety and governance are applied throughout the organisation. This is evidenced by the fact that CField was one of the first companies in Ireland to achieve ISO 45001 certification.

SUMMARY OF ROLE: 

Reporting directly to the Information System Manager, the successful candidate will join CField’s Quality team and their primary role is to manage, organise, and maintain all project-related documentation, ensuring accuracy, compliance, and accessibility throughout the lifecycle of construction projects. This position involves coordinating Quality activities, implementing Quality Control processes, and maintaining Quality documentation. The Document Controller will work closely with various departments to ensure compliance with quality standards and to promote a culture of continuous improvement.

KEY DUTIES & RESPONSIBILITIES:

Duties include but are not limited to:

Document Management:

Provide document management assistance to site teams as follows:

• An updated issue sheet to be provided by the Design Team with each new document upload. It is the responsibility of the Document Controller to check that the issue sheet aligns with what has been uploaded
• RFI’s (collaborate with the site team to raise, chase for response and close out) and ensure they are correctly logged on Procore
• Ensure to have an in-depth understanding of the Project’s Quality Plan and monitor completed checklists on project according to respective Project Quality Plan
• Check all files and database to ensure that all information has been updated and current revisions are correct
• Develop fortnightly reports for subcontractors, architects and engineers drawings approval status. Liaise with Design Manager when approval period has expired and send reminders to design team
• Ensure that specifications and schedules are filed and kept up to date
• Resolve all queries on drawings/specifications etc in respect of status/revision etc with the issuer of the document
• Enter all received documents onto the appropriate document register

Procore:

• Set up QMS for new projects, managing and maintaining quality records across various projects
• Assist site teams with understanding how Procore is to be used effectively and to its full potential.
• Managing the onboarding and training of Subcontractors to Procore. This will be completed both via MS Teams and face to face as and when required
• Quality check all documents issued to the document management tool and communicate any issues with the relevant parties.
• Manage project workflows to ensure effectiveness and reduce bottlenecks.
• Resolve Subcontractors and Design team Procore queries.
• Conduct monthly Procore audits on all assigned projects

General Duties: 

• Review of information flow with site management. Where information flow is not being followed, Document Controller to take the lead in follow up. (To be reviewed using Design Expectation Document UK)
• Manage Documents tool to ensure folder structure is maintained and documents are named and saved correctly
• Provide a monthly update on status of the O&M manual
• Assist Project teams in collating information for O&M manual
• Assist Project Team to generate index / tracker of information required at project commencement
• Agree index of information required with Employer & Building Control
• Review status on an ongoing basis and escalate as appropriate where information is not being provided in a timely manner
• Arrange weekly meetings with site team on status of O&M manual for last 3 months of project (or otherwise agreed).
• Complete any other tasks as assigned by line manager

KEY SKILLS & EXPERIENCE:

• 2  years’ experience in previous Document Controller position 
• Minimum A levels or equivalent and a good knowledge of ISO 19650
• Experience in construction industry (essential)
• Attention to detail and accuracy
• Previous EDMS experience (Procore desirable but not mandatory)
• Organised, with an ability to manage time effectively, and prioritise and manage multiple tasks and live projects simultaneously 
• Ability to build excellent working relationships with a wide range of people
• Strong communication skills (both written and oral)
• Proficient IT skills with good working knowledge of Microsoft Office 

COMPANY BENEFITS:

• Bonus scheme
• Company pension
• Private healthcare
• Life assurance
• Enhanced annual leave 
• Professional membership fees
• Employee referral incentive
• Employee of the Quarter
• Professional development & training opportunities 
• Company sponsored events & social activities

This job description is intended to cover the minimum duties and responsibilities required for this position. The job description is subject to review and additional duties and responsibilities may be assigned from time to time in line with operational needs. 

This is an excellent opportunity to join a growing organisation. Immediate start available and salary will be commensurate with qualifications and experience.

CField Construction is an Equal Opportunities employer and recognises its responsibility to provide fair treatment and equality of opportunity to both employees and prospective employees, in access to employment, conditions of employment, training and development, promotion, and in other employment decisions without discrimination. The Company will not tolerate any form of discrimination, direct or indirect, and recognises the benefits of a diverse community of employees.

Please send CV to hr@cfield.co.uk