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Document Management Controller

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OLG Recruitment are currently looking for a Document Management Controller for our client located in Eggborough. This is a fixed term contract position for 18 months.

As a Document Management Controller you will be required to support the project by providing an effective document control service to the Project team and to undertake a range of duties to support the smooth and effective running of the project. You will be apart of the Battery Energy Storage System projects team. You will also support the establishment and development of a positive and proactive document and quality management system to enable productive working relationships between the Project team, the business, contractors and other key stakeholders and you will ensure full compliance with all applicable contractual and company standards, as well as targets as defined within the BESS project.

Key Responsibilities

Reporting to the BESS Project Manager, the key duties and responsibilities will be:

  • Maintaining all relevant documentation, site records and registers prevalent to the project (i.e. data room, correspondence, transmittals, drawing register etc), whilst providing document control support and undertaking audits to ensure adherence to policy.
  • Ownership and management of the Project Correspondence and Project Risk registers, analysing and highlighting project risks and prevention measures.
  • Developing, delivering, driving and supporting the Project Document Management system and process through electronic management systems,  identifying important documentation within the business and working with relevant stakeholders to define document holders, methodologies for review, retention and archive.
  • Ensuring that the project office policies for administrating documents are maintained, taking care of the update and organisation of all documentation received.
  • Work within the project Document Management structure.
  • Preparing all documents and materials needed for meetings, visits on site, project communications
  • Liaising with contractors and project team members.
  • Aiding and supporting the BESS Project Manager with respect to core project documents (project management plan, traffic management plan, stakeholder plan, communications management plan etc), as well as with daily project matters.
  • Contributing data and updates as ongoing part of the project’s reporting requirements.
  • Organising and distributing incoming / outgoing project correspondence (both internal/external).
  • Supporting and attending the project team during meetings (design, weekly update meetings etc.) providing the relevant documentation, minute and action taking/tracking as necessary.
  • Undertaking routine administrative tasks as and when required.

Skills, Knowledge and Expertise

Background

  • Experience of documenting progress on several concurrent tasks.
  • Experience of successfully interfacing with external stakeholders.
  • Experienced in delivering outcomes to time and to the required standard.
  • Experience of working in a power station / engineering operations environment.
  • Knowledge of Data Protection legislation and practice.
  • Knowledge of Document Control and Management systems used within industrial environments.
  • Experience in using standards and referencing to specification requirements.

Behaviours

  • Ability to challenge teams and individuals on issues relating to documentation and organisation of documentation.
  • Self motivated and results orientated.
  • Effective communication and interpersonal skills to share expectations and develop strong working relationships with internal and external customers.
  • Strong organisational skills, methodical and accurate as well as able to take the initiative when required, diplomatic and with attention to detail.

Qualifications

  • A minimum of 5 GCSEs (or equivalent) at grade C / level 4, including Maths and English (essential).
  • Proficient in the use of the Microsoft suite, including Office and Project (essential).
  • Experience of using an Electronic Document Management System (EDMS) (essential).
  • ONC / HNC or equivalent (desirable).