We are looking for an assistant Document Controller to join our team in our Bath head office.
The Assistant Document Controller supports project teams with efficient document management. This role ensures accurate control of project documentation through organised record-keeping, facilitating information flow and contributing to coordinated project activities. Key tasks include assisting with document control procedures to support successful project delivery.
Principle Responsibilities:
- Document Control: Manage and oversee company and project-related documentation, ensuring proper version control, access permissions, and accuracy across all formats.
- Procedure Adherence & Improvement: Follow established document control procedures meticulously, while proactively identifying and suggesting improvements to enhance efficiency and compliance.
- Compliance & Standards: Ensure all documentation, both electronic and hard copy, meets formal requirements, legal standards, regulatory guidelines, and industry-specific specifications.
- Document Management: Efficiently sort, store, and retrieve electronic and hard copy documents, maintaining an accessible and well-organised filing system for easy access to information.
- Reporting: Produce regular document progress reports for senior managers, highlighting milestones achieved, challenges encountered, and any deviations from established plans.
- Review & Audit: Conduct regular reviews and audits of documentation to ensure accuracy, relevance, and compliance with established procedures, identifying areas for improvement.
- Technology Utilisation: Use computer systems and software to effectively organise, distribute, and manage documents within the company, promoting efficient collaboration.
- Project Planning Support: Assist in the planning stages of specific projects, contributing to project plans, identifying document requirements, and setting up appropriate document control systems.
- Timely Document Sharing: Ensure documents are shared with relevant stakeholders at key times to facilitate timely project completion and informed decision-making.
Skills & Experience
- IT Proficiency: Strong IT skills in Microsoft Office Suite, including proficient use of Outlook for email communication, Excel for data entry and basic spreadsheet management, and Word for document creation and editing.
- Attention to Detail: Demonstrable attention to detail, ensuring accuracy and precision when handling documents and data, and minimising errors in processing and filing.
- Multitasking Ability: Ability to effectively manage multiple tasks concurrently, prioritising workload appropriately to meet deadlines and maintain efficiency.
- Organisational Skills: Highly organised, with the ability to manage and maintain document control systems, ensuring documents are easily retrievable and accurately filed.
- Communication Skills: Excellent communication skills, both verbal and written, enabling effective interaction with project team members and clear communication of document control procedures.
- Typing Proficiency: Proficient typing skills with a reasonable typing speed and accuracy for efficient data entry and document preparation.
- Deadline Orientation: Deadline-oriented, with the ability to plan and manage workload to ensure documents are processed and distributed in a timely manner, supporting project deadlines.
- Process Awareness: An understanding of process improvement principles, with the ability to identify potential enhancements to document control processes to improve efficiency and accuracy.
- SharePoint Familiarity: Understanding of SharePoint functionalities like document libraries, lists, and workflows. Experience using it for document storage and collaboration is advantageous.
- Aconex Proficiency: Competence in using Aconex or similar EDMS for document registration, workflow management, and reporting is highly desirable. Understanding security features and access controls is beneficial.
Styles & Behaviours
- Communication: Excellent communication skills, comfortable with senior staff and external parties.
- Organisation: Organised, able to plan ahead and manage time effectively to meet deadlines.
- Prioritisation: Ability to work across multiple projects and prioritise tasks.
- Problem Solving: Perceptive, incisive, and concise; good problem-solving skills.
- Proactivity: Confident, proactive, and enquiring; demonstrates initiative.
- Collaboration: Ability to engage others in working towards successful project delivery.
A place for everyone
Buro Happold values an individual's flexible approaches to working patterns as an important part of how you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers.
Our exceptional portfolio of projects is the result of the diversity of thought, identities, backgrounds, and experiences that shape us. Appreciating each other’s differences is key, we want employees to feel they don’t have to mask elements of their identity to thrive.
We are working to change the lack of representation of marginalised groups in the built environment. We are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing differences allows us to develop the most innovative and elegant solutions.
Please let us know if there are any adjustments we could make to the application process to make it easier and more comfortable for you. Contact recruitment@burohappold.com so we can work with you to support you throughout your application.
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