Document Controller

Location: Bristol - Filton

Role Purpose: As part of the Project Management Office team, you will be responsible for the management and control of project documents ensuring their accuracy, quality, and compliance with standards and procedures. The role involves maintaining document control systems, ensuring the smooth and efficient handling of all documentation, and providing support to project teams.

What you will be doing:

1. Field View - This will form 50% of the role.

• Be instrumental in the roll out of Field View across several business unit workstreams.
• Configure the Field View software to meet requirements of multiple projects and business unit workstreams, including appropriate templates, workflows, forms and reports.
• Create new Fieldview forms and tasks from existing company management process forms.
• Execute the onboarding, offboarding, access and hardware for the Integral Team and suppliers.
• Develop training material, guides and tutorials.
• Support the roll out of the software across new business workstreams.
• Be the first point of contact for internal and external users troubleshooting user issues quickly and effectively.
• Support the business with data validation and reporting on quality metrics via the Field View dashboards.

2. Information Coordinator - This will form 50% of the role.

• Maintain and organise a systematic approach to document management, ensuring all documents are stored, easily accessible, accurate, complete and version control is maintained and obsolete versions archived, in line with the company / contractual processes.
• Implement and enforce document control procedures, ensuring that documents are properly controlled, distributed, filed and comply with internal and external standards/policies, including regulatory requirements.
• Manage and update project operations and financial tracking spreadsheets and databases, producing and collating KPI information.
• Co-ordinate with the wider Team to manage the production and update of information to company timelines and deadlines.
• Collaborate with project teams, departments, and external parties to ensure document control requirements are met, through the formal transmission and receipt of project documentation.
• Support the project team by populating Document Requirement Lists.
• Provide training and support to staff on document control processes and systems.
• Support internal and external audits by providing necessary documentation and records.
• As part of continuous improvement, identify opportunities for process improvements in document control implementing lessons learned from previous projects into the document control process.
• Manage Company QA portals (for example Field view) and act as portal administrator for Integral.

What we will need from you

• Proven experience with Field View along with experience of rollout of Field View (or similar document management system), developing training/user guides, implementation and training for users.
• Experience in similar Document Management/Records Management/Information Management role gained within a Construction/Engineering environment.
• Strong attention to detail, accuracy and commitment to quality.
• Effective communication, customer focus and interpersonal skills.
• Ability to work independently and as part of a wider team supporting internal and external stakeholders.
• Knowledge of industry standards and regulatory requirements related to document control.
• Formal qualification in Business Administration, Information Management, Engineering, Construction or a related field.

What you can expect from us

• Competitive & negotiable salary depending on relevant experience.
  
• 25 days holiday plus bank holidays.
• Ability to buy and sell holidays buy 5 days & sell 2 days.
• Life assurance.
• Auto-enrolment company pension scheme.
• Employee Assistance Program (EAP).
• Cycle to work scheme.
• Purchase an electric vehicle via salary sacrifice.
• Employee discounts with various brands.
• Learning and development programs, training and career opportunities.

About Integral & JLL

Were Integral, part of JLL. Were a Facilities and Maintenance firm based across the UK. We work with organisations in Mechanical, Electrical and Fabric works with engineers nationwide to deliver engineering excellence for our clients. The Integral family are the largest mobile hard services provider in the UK.

If youre looking to step up your career, Integral and JLL are the perfect professional home. At Integral and JLL, youll have a chance to innovate with the worlds leading businesses, put that expertise into action on landmark projects, and work on game-changing facilities and maintenance initiatives. Youll also make long-lasting professional connections through sharing different perspectives, and youll be inspired by the best. Were focused on opportunity and want to help you make the most of yours. Achieve your ambitions join us at Integral and JLL!

Youll join an entrepreneurial, inclusive culture. One where we succeed together across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where Integral and JLL can take you...

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