The Document Controller & Business Support will be responsible for performing a variety of activities in relation to the execution of Projects.
This is a fast paced and demanding role which requires the individual to take responsibility for the control of electronic documents on all projects.
Working alongside the project managers / engineers to ensure that all documentation is submitted and received in accordance with the project requirements and project document registers are maintained.
The Document controller will also be responsible for the compilation of the Manufacturing Record Books. In addition, the role will be required to provide Business Support for the office including administrative tasks.
Job responsibilities :
Preparing document front sheets and transmittal notes for submittal
Submittal of outbound documentation / booking in of inbound documentation
Adhere to procedures and record internal / sub-supplier documentation within the data management system
Record documentation inbound / outbound within the project document register (Excel) to ensure accurate records are maintained.
Setting up / adjusting formulas when required
Adhere to project specific numbering and revision requirements
Expediting of documents from clients, suppliers and internally to ensure project schedules are met
Manage workload priorities that can change throughout the day
Liaise with Quality, Purchasing and Manufacturing to be able to compile hard copy manufacturing records from the shop floor file, for the compilation of the manufacturing record books (MRBs)
Sort, scan, save material certificates and record heat numbers for manufacturing record books
Use resource tools such as the BOM, SAGE and the company quality management system
Assist with the compilation of operating and maintenance manuals
Working closely with the projecting team to ensure documentation is complete and projects are delivered on time and to budget
Collating data and assisting Project Engineers with cost tracking.
Creating and updating project files soft and hard copies.
Assisting the Projects team with administration, scanning, updating documents.
Track projecting and controls hours, produce reports for Department Heads.
Meeting & Greeting any approved visitors
Ordering General Office Stationery & Supplies
Assisting the Office Managing Director providing routing or ad hoc administrative tasks
Previous experience / knowledge :
Previous experience working with DMS (Document Management System) desirable
Previous experience in a document control / contract administrator / quality documentation role preferred
Experience working within an engineering or fabrication environment preferred
Working knowledge of ftp servers and OneDrive an advantage
Educated to GCSE standard as a minimum
Experience of working in an ISO (International Organisation for Standardisation) environment desirable
Experience working in a highly regulated and audited environment preferred
Proficient in the use of Microsoft office Excel (formulas, pivot tables, format cells, conditional formatting)
Intermediate in the use of Microsoft office Word (document formatting, table of contents)
Intermediate in the use of Microsoft office Outlook (rules, categories)
Intermediate in the use of PDF collaboration (collating large files, bookmarking)
Organisational skills (prioritising tasks, respecting deadlines, methodical work)
Capacity to work effectively within a team environment
Excellent communicator verbal and written
The person :
Be comfortable working in a fast-paced environment
Resourceful, well organised, highly dependable, efficient and detail orientated
Self-starter, Confident and Assertive
Ability to use initiative and make decisions autonomously
Additional requirements :
Must live within 1-hour commute to the Italy office and have own transport.