Document Controller

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At AECOM, we are currently recruiting for a Document Controller to join our Dublin office.

The Document Controller supports teams across the PMO function by overseeing document storage, sharing, and governance protocols. Acting as a primary point of contact for documentation-related queries across the organisation, the role holder plays a key part in maintaining efficient and compliant document management processes.

As a member of the document controls team, the Document Controller is responsible for monitoring the implementation of document control tools, managing document management systems, and providing guidance and support to junior document controllers. The role also ensures compliance with organisational standards and procedures, maintains accurate and up-to-date records, and identifies opportunities for process improvement.

Through effective coordination and oversight, the Document Controller helps drive consistent and efficient document management throughout the full project lifecycle.

• Oversee the creation, tracking, and storage of documents within a centralised repository, ensuring effective organisation and ease of access and retrieval.
• Develop, implement, and maintain version control procedures to ensure the use of current and accurate documentation, while preserving historical records for audit and reference purposes.
• Ensure the accurate management of documentation, including monitoring revisions and maintaining consistency across document versions.
• Coordinate and optimise the distribution of documents to internal and external stakeholders, ensuring timely and accurate communication of critical information.
• Ensure all documentation complies with organisational policies, industry standards, and regulatory requirements, maintaining consistency in document formats, templates, and procedures.
• Manage and control document access permissions to protect sensitive information and ensure appropriate access for authorised personnel only.
• Support effective communication and collaboration with team members, stakeholders, and vendors to facilitate efficient document exchange and updates.
• Coordinate document review and approval workflows, ensuring timely revisions, feedback, and approvals from relevant stakeholders.
• Maintain accurate records of document history, including revisions, approvals, and distribution logs, to support audits and future reference requirements.
• Produce and analyse reports relating to document status, activities, and compliance to support project management and informed decision-making.
• Identify opportunities to enhance document management processes and systems, implementing improvements to support evolving project and organisational requirements.
• Prioritise tasks effectively to meet deadlines and ensure efficient document flow throughout all phases of the project lifecycle.
• Proactively identify and resolve document management issues, implementing practical and timely solutions to minimise disruption.
• Provide guidance, mentoring, and support to junior document controllers, promoting collaboration and maintaining high team performance standards.
• Undertake additional duties, tasks, or responsibilities as required to support the successful delivery of the role and wider team objectives

Ready to push the limits of what’s possible?

We are seeking a highly experienced professional with a strong background in infrastructure projects.

The successful candidate will demonstrate the following qualifications and experience:

Proficient in the use of document management systems (DMS), databases, and software applications such as Microsoft Office, SharePoint, and specialised document control platforms.

• Strong understanding of project management principles and practices, with the ability to align document control activities to overall project objectives and deliverables.
• Sound knowledge of industry standards, regulatory requirements, and legal obligations relating to document management, handling, retention, and storage.

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For further information about the role, reach out to the recruiter on LinkedIn Colum Calnan