Document Controller (CIS Contract)- Starting end of September at Statom Group Ltd

About Us:
Statom Group Ltd. is a leading civil engineering firm dedicated to innovation and excellence in Remediation, Groundwork, and Structures. As we continue to expand, we are seeking a meticulous Document Controller (CIS contract) to join our talented team, with an anticipated start at the end of September.

Role Purpose
As a Document Controller at Statom Group, you will be responsible for organising, managing, and maintaining project documentation throughout the project lifecycle. You will ensure that all documents are accurately filed, easily accessible, and compliant with company standards, client requirements, and relevant UK regulations. This role is vital in supporting project teams, enhancing communication, and contributing to the smooth execution of civil engineering projects. The role also includes administrative duties to support project operations.

Key Responsibilities

1. Document Management and Administrative Support

• Maintain an organised, systematic filing structure for all project documentation, including drawings, contracts, specifications, RFIs, submittals, and reports, in accordance with Statom Group’s document management system.
• Ensure up-to-date version control, archiving outdated documents while making current revisions readily accessible to relevant stakeholders.
• Retrieve and distribute documentation efficiently to project teams, stakeholders, and clients to support project delivery.
• Oversee the secure archiving of completed project documents in compliance with internal policies, legal requirements, and industry best practice.
• Assist project operations by scanning and registering material and plant tickets, entering GRNs into COINS, setting up Chime for new starters, and supporting inductions.

2. Compliance and Quality Control

• Ensure all documentation complies with UK construction industry standards, CDM 2015, HSE guidelines, and Statom Group procedures.
• Provide access to accurate, organised documentation for internal and external audits.
• Assist teams in reviewing documents to confirm quality, accuracy, and compliance prior to distribution.

3. Collaboration and Coordination

• Work closely with project managers, engineers, architects, and other stakeholders to maintain smooth documentation flows.
• Collect, review, and file necessary documentation from suppliers and subcontractors, including compliance certificates and warranties.
• Keep stakeholders informed on the status of documents, approvals, and critical updates.

4. Document Control System Management

• Maintain Statom Group’s document management system (e.g., Aconex, Procore, or internal software) to ensure efficient operation.
• Provide guidance and training to project teams on document handling procedures and system usage.
• Manage access rights to sensitive information and implement security measures to protect project data.

5. Documentation Control Processes

• Manage submission and approval workflows for key project documents, ensuring appropriate reviews are completed.
• Track and document all amendments and revisions accurately.
• Archive project documents securely and in line with retention policies and legal obligations.

6. Reporting and Progress Tracking

• Monitor and report on the status of critical documents to ensure timely completion and delivery.
• Provide updates to project teams and management on overdue items, pending approvals, and issues affecting project timelines.
• Generate reports to track document flow, compliance, and milestones, providing visibility into project documentation processes.

7. Project Close-Out Support

• Compile and hand over all project documentation, including as-built drawings, warranties, and manuals, to clients at project completion.
• Assist in ensuring all documentation is complete, reviewed, and archived for future reference or legal purposes.
• Support retrieval and management of post-project documentation to aid future projects or maintenance activities.

8. Health, Safety, and Environmental Awareness

• Manage health, safety, and environmental documentation in line with statutory regulations and internal HSE policies.
• Maintain and update project safety files, including risk assessments, permits, and related documentation.

Requirements

Qualifications and Skills:

• Document Management: Proficient in managing project documentation, including organizing, filing, and ensuring easy retrieval using document control software (e.g., Aconex, Procore, SharePoint).
• Version Control & Compliance: Strong understanding of version control, maintaining document revisions, and ensuring compliance with industry standards (ISO 9001) and client requirements.
• Communication & Coordination: Excellent communication skills to liaise with stakeholders, project teams, and external parties to ensure timely document review, approval, and distribution.
• Attention to Detail: Strong organizational skills and meticulous attention to detail when managing large volumes of project documents and ensuring accuracy in documentation processes.
• Time Management & Prioritisation: Ability to prioritize tasks and meet deadlines while managing competing demands and ensuring efficient document processing.
• Qualifications & Experience: Bachelor's degree in Business Administration or related field (preferred), with 2-3 years of experience as a document controller in construction, engineering, or related industries.

Benefits

Salary: £15-£18/ hour depending on experience