Document Controller

Site Operative Solutions Ltd
21.00 - 25.00 GBP Hourly + (Ltd)
14 Sep 2017
12 Oct 2017
Contract Type
Site Operative Solutions Ltd are currently looking for a Document Controller with specific Asite experience to carry out work for one of our major Clients within a Rail/LUL environment.

Role Summary: To assist the Project / Management team in the running of the administration activities, to ensure the business meets Client contractual and company system requirements. This role often involves working to deadlines and ensuring that all departments of the organisation are following the same procedures with regards to documents.

Duties and Responsibilities

This is a list of the main duties of the role and should not be considered an exhaustive list of duties

- To contact suppliers to enquire the status of purchase orders in progress and confirm delivery dates
- To receive and check employee's new starter check forms and enter the details into the recording system
- To maintain and update health & safety hours' weekly using i-pad
- Assign official numbers to Client documents
- Collate, update and send out 'daily email' to project management

- Receive ALL documents from client and log in appropriate register
- Initial review and logging of all documents received, inform PM and relevant personnel and place in appropriate Client server folder
- Review all outgoing correspondence for spelling, grammar and correct document numbers prior to upload
- Upload all outgoing correspondence on as instructed by Management
- Maintain RFI, VO, NCE, EWN registers on server
- Maintain project holiday calendar
- Maintain project training matrix to make sure all staff's licences etc. are kept in date
- Attend Management meetings when requested to take minutes. If minutes are required, produce within 24 hrs of meeting taking place and issue to relevant Management for review
- Produce Management meeting agenda's (where required)
- Receive daily/nightly shift reports from site, check for spelling, grammar and correct document numbering prior to liaising with Construction Manager/Engineer for content accuracy prior to upload (SR's must not be uploaded until Construction Manager/Engineer has approved/instructed accordingly)
- Input labour distribution into PM's 'Cost/Time analysis spread sheet' and update to server weekly for review by PM
- Process all material requests with 'purchasing' issued by Management and document in folder within appropriate server position
- Update and maintain project QA file and procedures
- Receive all Purchase Orders from 'Purchasing' and check for accuracy against Material Request before placing within relevant folder on the server
- Collate all Vehicle reports all place on server for Head Office review
- Complete regular internal document compliance audits and report findings to PM in a report
- Collate weekly Site time sheets for approval by Project Manager. Once approved, forward to payroll department
- Input project working hrs into client portal for approval by PM
- Training and 'job specific' supervision of other Document Controllers as required
- Collate, check and electronically file weekly site paper work (TBT's, Site Inspection Sheets, Briefings etc.)
- Liaise with QS/PM to keep CE register updated

- To receive, open and date stamp incoming post and ensure it is delivered / forwarded to the intended recipient
- To answer the telephone and take messages
- To type company correspondence and documents


- Whether timesheet entries meet company requirements
- Whether Project Managers and Foremen have returned project documentation on time

Competency Profile


- Must have at least 6 months experience of ASITE document control systems
- At least two years' experience within an office administration environment
- Good communication and administrative skills

Core Attributes

- Promote and foster a strong, ethical, friendly and efficient team culture and working environment
- To be motivated in work and have a positive attitude, be energetic and enthusiastic
- Demonstrable ability to work well within a team or autonomously
- Ability to convey a professional and personable image in all communications
- Respond positively to the needs of clients, management and other colleagues
- Constantly maintain an upmost level of confidentiality and discretion with all information pertaining to the Client
- Compliance and support for all internal quality, safety and environmental management system requirements and to provide leadership by example
- Actively promote and comply with Client Health and Safety policies and procedures
- Adhere to Clients Quality, HR and Financial policies and procedures
- Competent IT skills

Special Conditions/ Requirements

Asite software experience desirable

Flexibility in work hours and locations may be necessary