Document Controller - Defence

At Turner & Townsend we are passionate about making a difference. That means delivering better outcomes for our clients, helping our people to realise their potential, and doing our part to create a prosperous society.

For over 75 years we have been helping our clients deliver on their objectives. Our success at realising outcomes for clients has resulted in significant growth and we are now facing a new wave of growth to achieve our ambitious 2025 vision. To reach this goal, we need great people who are passionate about both delivering great outcomes to our clients and contributing to our future vision. This is made entirely possible through our entrepreneurial culture, allowing employees of all levels to directly influence the business and to own their career.

Job Description

We are currently seeking to recruit an Document Controller to join our team. Initiative and problem solving skills are a must, as are strong interpersonal and communication skills. Possessing experience in implementing document control procedures, setting up, configuring and managing Common Data Environments (CDE) / Electronic Document Management Systems (EDMS) at an administrator level.

Due to the sensitive nature of the projects, candidates must either hold security clearance or be able to obtain. 

Key Responsibilities

• Management and configuration of CDE  – Undertake configuration and day to day management of the system, adding and maintaining user accounts and security groups. Respond to ad-hoc requests from users to move or rename any incorrectly uploaded file / document.
• Interface with Project Team and other agreed stakeholders  - Act as the main point of contact for all queries and requests relating to the CDE system.
• Provide CDE training and maintain training log  – Organise and undertake regular training sessions on the purpose and use of the system for new users and refresher training for existing users. Provide training and guidance of file naming protocols. Create and maintain training logs.
• Provide advanced training – to super users and local administrators, covering advanced user and administrator CDE functionality.
• Maintain Container Configuration & Workflows  – Undertake regular checks on file / document links across the system and fix as required. Undertake regular checks of file / document workflows and release / move-on any locked workflows.
• Develop and Maintain User guides  – Prepare and update training packs, system user guides and quick reference sheets.
• Manage system compliance and provide compliance reports  – Undertake weekly compliance audits with regards to file naming, file storage locations, user access and provide reports to the head of WSO.
• Create new project set ups on CDE – Create new project sites and assign users.
• Support  – Provide ad-hoc reports and information on system usage, compliance and assist with ad-hoc requests relating to user activity.
• Maintain User Directories, IM Protocol and File naming protocol – Update and maintain the user access matrix, IM and File naming protocols to reflect new projects and users of the system.
• Respond to ad-hoc requests relating to document management/CDE  – Provide ad-hoc advice and guidance on use of the system and associated user guides and policy documents.

Key experience

• Comprehensive knowledge of BIM ISO 19650 standards
• Experience in Procore – preferably Admin
• KPI reporting
• Issuance of Purchase Orders and tracking by way of a Schedule
• Experienced DC ie Senior/Manager –
  • roll requires gap analysis and consolidation of process’s and procedures across global framework
  • competency in writing a protocol
  • Hosting and delivering workshops

Qualifications

• Due to the sensitive nature of the projects, candidates must either hold security clearance or be able to obtain. 
• Experienced Information Manager with 3+ years IM and/or Consultancy experience.
• Proficient understanding of Procore (EDMS/CDE System) and knowledge of the BIM ISO 19650 standards
• Experience of a variety of different projects.
• Administrator level experience using at least one of the following: Aconex, ViewPoint/4P, Asite, Bentley, ProjectWise.
• User level experience of at least one other CDE / EDMS or similar system.
• Advanced Microsoft Office skills.
• Excellent interpersonal skills, and the ability to communicate with people at all levels.
• Well organised and able to manage multiple requirements simultaneously.
• Must be able to manage priorities according to the demands of the project environment.
• Skilled in presenting to groups and delivering training in a variety of mediums.
• Set up and maintenance of workflows within a CDE / EDMS.
• Excellent presentation skills.

Desirable Skills & Experience

• Understanding of Building Information Modelling (BIM) in the context of Information Management and Document Control.
• Running stakeholder workshops.
• Process capture and mapping
• Use of advanced optional CDE / EDMS features, e.g. e-procurement

Additional Information

Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change.

We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance. 

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

Please find out more about us at 

#LI-DW1

SOX control responsibilities may be part of this role, which are to be adhered to where applicable.

Join our social media conversations for more information about Turner & Townsend and our exciting future projects: 

It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review. 

SOX control responsibilities may be part of this role, which are to be adhered to where applicable.

Join our social media conversations for more information about Turner & Townsend and our exciting future projects: 

It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review.