Senior Document Controller

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Senior Document Controller

Application Deadline: 1 January 2025

Department: Document Control

Employment Type: Full Time

Location: Alternative Heat Head Office

Reporting To: Head of Company Information Management

Description

Alternative Heat specialises in the design, supply and installation of a wide range of Off-site Prefabricated solutions for the commercial M&E sectors throughout Ireland and UK. Through continuous investment within our teams, and our facilities, we have grown strongly over the years and established ourselves as a leader within the offsite pre-fabrication industry throughout Ireland and the UK.

Due to continued growth, we are looking to integrate a Senior Document Controller into the Head Office.

We are currently looking to fill the role of Office Senior Document Controller to support our growing team in our fabulous new Head Quarters based in Banbridge. This post is permanent contract. It is an amazing opportunity for a candidate that wants to gain experience and develop their career with a progressive and dynamic company to further your career.

Job Title | Senior Document Controller
Location | Head Quarters - Banbridge, Co Down
Hours | 8.00am to 5.00pm Mon to Thurs & 8.00am to 3.00pm Friday
Salary | Competitive depending on experience
Responsible to | Head of Company Information Management

Key Responsibilities

• Working closely with teams at a department level to ensure Business Information Management and Project Information Protocols are adhered to and developed.
• Working closely with specific departments to ensure that folder structures and documents are maintained to a high standard.
• Reviewing departmental information and develop reports for senior management.
• Ensuring internal quality assurance on controlled company documents are maintained and internal processes are followed.
• Working with Viewpoint for Projects CDE and Field View / IAuditor site management software to ensure continued development and integration.
• Implement and develop the divisions document control procedures on a constant basis.
• Maintain company building information and ensure it is maintained and recordable on appropriate systems.
• Support departments to draft documents to assist with best practices and ensure all document meet the highest standards.
• Ensure all company memberships are maintained.
• Liaise with project and department teams to ensure they have a full understanding of document control and system procedures and provide training and instruction as required such that documentation control requirements are met.
• Organising and Chairing meetings with Internal and external parties to ensure clear objectives are set, and minutes recorded.
• Assist with managing business archiving such that all documentation is stored efficiently and can be accessed and always referenced.
• Work to continuously improve and enhance procedures and systems utilised for document control and liaising with departments to ensure effective delivery of new or updated procedures.
• Provide feedback and training such that department managers are fully aware of all documentation issues. Including the management and reporting of Document Control KPIs.
• Coordinating with all departments across the company to ensure that Field Systems are fully implemented.
• Manage the Document Transmittal process with the Client.
• Working on active projects ensuring that information is recorded and uploaded onto companies CDE and distributed to all relevant parties.

Skills, Knowledge and Expertise

Essential Criteria:

• Previous Document Control Experience.
• Excellent Microsoft Office skills.
• Clear demonstration of working with senior management and implementing new processes.
• Evidence of training staff in procedures and software.
• Evidence of reporting on large volumes of information in a concise manner.
• Excellent communication skills verbal and written.
• Experience of co-ordinating the work of others.

Desirable Criteria:

• Working Knowledge of Viewpoint for Projects (4P) CDE
• Working Knowledge of Field View

Benefits

• Full in-house training and career development opportunities.
• Competitive pension scheme.
• Life assurance scheme.
• Health cash plan.
• Full access to smart wellbeing platform.
• Annual flu vaccine
• Free annual health check during working hours.
• Annual leave increasing in line with length of service.
• Lavish Long service awards
• Generously funded social events organised for all employees throughout the year via our Social and Wellbeing committee.
• Electric vehicle charging ports
• Full access to car emergency kit.
• Annual Christmas raffle
• Yearly allowance for AH Branded clothing merchandise
• Secure, free onsite parking.
• Dedicated departmental budget allocated annually for team building events during working hours
• Free Barista Style Coffee, Hot Chocolate, Tea, and Fruit provided daily.
• Friendly and supportive working environment in state-of-the-art facilities.