Document Controller

Job Title: Document Controller
Reporting to: Business Unit General Manager (BUGM)
Business Unit: Omexom Design

Purpose of the Position

To support the BIM and digital delivery department in managing project data and documentation accurately, efficiently and securely across all phases of design and construction.

Initiative and problem-solving skills are a must, as are strong interpersonal and communication skills. Possessing experience in implementing document control procedures, setting up, configuring and managing Common Data Environments (ACC) / Information Management System (IMS) at an administrator level.

Assisting the Information Manager in providing initial training and ongoing support, assisting on evaluation, selection, and training of ACC Champions, also promoting ongoing deployment of ACC on all projects and assist on setting up of projects in liaison with the Information Manager.

Key Responsibilities and Duties

Including but not limited to:

• Validate, check, and curate all incoming and outgoing project documentation, ensuring proper receipt, classification, verification, registration, distribution, and retrieval.

• Maintain Container Configuration & Workflows – Undertake regular checks on file / document links across the system and fix as required. Undertake regular checks of file / document workflows and release / move-on any locked workflows.

• Maintain User Directories, IM Protocol and File naming protocol – Update and maintain the user access matrix, IM and File naming protocols to reflect new projects and users of the system.

• Respond to ad-hoc requests relating to document management/CDE – Provide ad-hoc advice and guidance on use of the system and associated user guides and policy documents.

• Establish and maintain central site files, uncontrolled drawings, registers, and collate Operation & Maintenance, Health & Safety, Quality, Environmental, and BCAR files.

• Configure and implement change control processes within the CDE.

• Prepare and configure distribution matrices, status reports, and workflows for sample submissions, TQs, RFIs, and other reportable data in compliance with project requirements.

• Attend project meetings to engage with the project team and stakeholders on documentation and IM matters.

Governance and Stakeholder Interfaces

The Document Controller will maintain strong relationships and typically interface with:

• Business Unit General Manager

• Head of BIM & Digital

• Information Manager

• BIM Managers

• Internal Design Teams

Person Specification

The ideal candidate will demonstrate a strong mix of technical Document control expertise, sector-specific experience, and a collaborative approach to project delivery. They will be able to work independently whilst enjoy being part of a friendly, ambitious and growing team.

Essential Qualifications and Experience

• Experience in working in Autodesk Construction Cloud (ACC)

• Advanced understanding of the ISO 19650 standards

• Experience working on projects with large volumes of data and information from multiple sources.

• Ability to communicate effectively with, and educate, all stakeholders

• Experience dealing with multidisciplinary design teams, client teams, subcontractors, and supply chain partners.

• Ability and willingness to train and mentor others.

• Knowledge of file naming conventions and standards

• Organisational, prioritisation, multitasking, and time management skills.

• Analytical thinker, diligent, and self-motivated.

• Excellent document preparation, formatting, and troubleshooting skills.

Desirable Criteria

• Understanding of Building Information Modelling (BIM) in the context of Information Management and Document Control.

• Running stakeholder workshops.

• Process capture and mapping

• Familiarity with Power BI or similar data visualisation tools.

• Strong presentation and facilitation skills.

• Ability to identify and drive process improvement initiatives.

Values

In line with Omexom’s values, the jobholder must possess the following qualities:

Team Spirit & Generosity – able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance.

Trust and Empowerment – enjoy managing their responsibilities and time to ensure work is completed efficiently and professionally.

Integrity and Responsibility – enjoy taking responsibility for their duties and managing these effectively to ensure efficient high quality results.

Innovation & Entrepreneurship – continually strive to improve processes and introduce new initiatives to improve efficiency.