Rihoy & Son is one of Guernsey’s longest-established building contractors. We employ more than 250 staff and are involved in all types of projects, from small contracts to many of the island’s most prestigious developments.
When you join our team you’ll benefit from job stability, career progression, a competitive remuneration package and the opportunity to gain experience on a wide variety of sites.
The Position
The primary duties and responsibilities of a Document Controller include managing, overseeing, and ensuring the proper handling of project documents and records. This role involves maintaining accurate records, ensuring document accessibility and security.
The Document Controller manages the intake, handling and storage, and distribution of electronic and hard copy project documents.
Qualifications/Work Experience
- The role requires a conscientious individual, who can work off their own initiative and is always willing to learn
- 5+ years administration experience
- Admin/IT/Business Skills qualifications
- Document management experience
- Experience and knowledge of construction a bonus
Required Skills and Attributes
- Strong administrative and organisational skills
- Excellent attention to detail and accuracy
- Multi-tasking, managing priorities and deadlines
- Able to use initiative, methodical
- Excellent IT skills, and experience in use of Microsoft Office Suite and SharePoint
- Good written and verbal communication skills
- Able to accept criticism and work well under pressure
- Ability to act with integrity, professionalism, and confidentiality
Roles and Responsibilities
- Collects and organises the electronic and paper documentation from the projects teams and storing on SharePoint
- Use Sharepoint, our electronic document management system (EDMS), to index, store and retrieve a wide variety of document types (e.g. drawings, health and safety records, etc)
- Ensuring all documentation meets formal requirements and required standards
- Maintain accurate document records logs of all drawings and documents issued by all parties at each stage of the project
- Maintain a master index of all documents, including their names, descriptions, revision numbers, and associated dates. Update this index whenever a document is added, revised, or removed.
- Keep track of document revisions and updates by incorporating version control.
- Ensure that quality documentation, such as documents, drawings, RFIs, and incoming and outgoing registers, is maintained.
- File documents in physical and digital records and ensure appropriate storage.
- Adhere to the company’s document lifecycle procedures, processes and as required by the Project Manager.
- Communicates changes to document control procedures or other relevant information to the project team in consultation with the Project Manager / Design Manager
- Maintain confidentiality of sensitive documentation.
- Conducting regular reviews and document audits
- Ensure documents are shared at key times to facilitate timely project completion
Roles and Responsibilities cont.
- Converting paper documents to digital format by scanning them using software linked to the EDMS
- Reviewing documents, creating revisions and archiving outdated versions
- Distributing documents to the relevant people, departments or organisations, and letting them know when they need to take action on a document as part of a process
- Liaise with project team to ensure they have full understanding of document management system in use and provide training/guidance as required
- Understand and follow Company specific Document Templates and systems
- Process documents daily, including uploading and downloading drawings/documents and printing for distribution
- Handling day to day filing and administrative work, including photocopying/scanning
- Once a project is completed, archive the associated documents to a separate location for future reference or compliance purposes.
Primary Responsibilities
- Adherence to the Company Integrated Management Systems including Health and Safety, Environmental and Quality and all associated policies, standards, procedures and documentation.
- Assist in the functioning of satellite or site offices.
- Filing and archiving. Documents.
- Updating and maintaining internal information i.e. telephone lists, staff lists.
- Preparing site paperwork and assisting in weekly and daily site paperwork including:
- PUWER sheets. LOLER sheets.
- Timesheets
- Site inspections sheets, Plant inspection sheets
- Quality checking site paperwork.
- Aid in staff organization.
- To use the company Intranet (SharePoint 2013) as the primary document management system.
- Be familiar with JFH Regeneration Policies and Procedures in the company IMS and understand their responsibilities within them.
- Assisting in site audits of documentation and safety inspections.
- Assist with Senior Management team as required.
- Ad hoc duties as the job requires.
It should be noted that the above list of duties and responsibilities is not necessarily a complete statement of the duties of the post. It is intended to give an overall view of the position and should be taken as guidance only. The jobholder will be expected to carry out any other reasonable tasks as requested.
Further details
Location - Site
Department - Operations
Reports to - Construction Director
Contract type - Full-time, permanent