Our Client, a leading Tier 1 Civil Contractor are currently looking for a Document Controller to join their office in Citywest, Dublin. The candidate is responsible for the communication, filing, storage, retrieval, issuing of Project and Group related documents and will be based at head office in Citywest
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 are using Aconex along with CCM and YorDoc (Client Electronic Administration Systems) so the individual will need to have experience with file sharing and storage systems but specific system training will be provided.
➢ 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
➢ 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.
➢ 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,
➢ A flexible and proactive approach,
➢ Demonstrate leadership skills
Good communication skills are important to be able to co-ordinate the organisation’s different departments. In addition the ideal candidate is expected to be reliable, have excellent organisational skills and be familiar with effective filing. They must have the ability to monitor and evaluate systems and to look for improvements.
This is an 18 month fixed Term contract based at our offices in Citywest, Dublin 24APPLY FOR THIS JOB