Junior Document Controller - London Newcastle or Bicester

RED are an expanding international M&E consultancy with a proven track record in low energy design focused on providing excellent design solutions to clients.

Through our market leading technical expertise we enable the worlds digital infrastructure and develop the built environment whilst also helping clients realise ambitious plans for zero carbon-built environments. We cover the entire life cycle of any building project with our broad capability offering saving our clients time money and effort. Our approach is centred around listening to our clients and interacting energetically with our fellow project stakeholders. We add value with our people client service ethos global delivery strategy technical ability and attitude.

We are seeking a Junior Document Controller to be based out of our London Newcastle or Bicester office.

Role Responsibilities

• Providing support to engineering staff via the accurate filing and document management of drawings and other project related documents and maintain efficient document control systems in line with QA procedures.
• Adhere to all activities related to the document control procedure including documents drawings minutes of meetings.
• Input document data into standard registers ensuring that the information is accurate and up to date.
• Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff subcontractors and suppliers as applicable
• Maintain the files and control logs as required by the project
• Read and understand project and corporate naming and numbering procedures.
• Maintain accurate registers and actions lists
• Understand the design team for whom you work for and their roles and ensure that the team complies with project document control and project document numbering procedures.
• Understand what an online portal/electronic data management system (EDMS) is.
• Check all emails (incoming/outgoing) documents For Incoming
  • Download documents via (online portals)
  • Print emails with downloaded documents (mark ups/comments)
  • Save the downloaded Electronic Documents to their designated folders
  • Record the incoming documents
• For Outgoing Documents
  • Check the documents (Revisions Revision Clouds versions etc..)
  • Create packages that are presentable for client consumption.
  • Prepares a Transmittal Sheet.
  • Issue/upload documents via (online portals) to Front office or client
  • Record the Issued drawings.
• Check EDMS or relevant document portal.
• Download information from portal
• Prepare Reports using data from the EDMS or Portal
• Maintain and organise hard copy documents in blue folder system together with hard and soft copy filing of documents.
• Archive retrieve and store documentation adhering to company standards and policies.
• Check that all information complies with specified company formats templates and standards.
• Assist with quality checks and audits of document databases identifying and correcting any anomalies.
• Assist with the coordination of document management across the whole project including policies protocols and practice

Role Requirements

• Understanding of the disciplines that go into building and construction
• Understanding of online portals and EDMS
• Good knowledge of MS Office Outlook Word and especially Excel
• Ability to use IT based calculation and spreadsheet software
• Ability to prioritize own workload.
• Highly organized in maintaining project files and keeping a calendar of schedule in MS Outlook
• Ability to keep clear and accurate records and reports
• Ability to work to deadlines
• Ability to work well either alone or as part of a team.
• Excellent attention to detail.
• Understanding what a consultancy is.
• Upholds a standard of uniformity within the office.