Description
Purpose The Document Control Supervisor is responsible for overseeing the document control process, ensuring the efficient management of all project documentation, and supervising a small team of Document Controllers and Administrators supporting Engineering and Construction projects. This role is crucial to maintaining the integrity and accuracy of project information, ensuring compliance with industry standards, and supporting the overall success of our projects. Additionally, the Document Control Supervisor will oversee the handover package process, ensuring that all necessary documentation is prepared and transmitted to clients before mechanical completion of projects.
JOB DESCRIPTION
Main Accountabilities & Competencies
Document Control Management
• Oversee the receipt, tracking, and distribution of all project documents, including drawings, specifications, contracts, and reports
• Ensure all documentation is maintained in accordance with Company and industry standards, including ISO 9001 and other relevant regulations
• Implement and maintain document control systems (both electronic and hard copy) to ensure easy retrieval and proper archiving of project documentation
• Manage the document numbering and revision control processes to ensure consistency and traceability of all project documentation
• Ensure timely processing of incoming and outgoing documents, adhering to project deadlines and requirements
Team Supervision
• Supervise, mentor, and develop a small team of Document Controllers and Project Administrators, providing guidance and support to ensure the team operates efficiently
• Allocate tasks and responsibilities within the team, ensuring workload is evenly distributed and deadlines are met
• Conduct regular performance reviews and provide feedback to team members, identifying opportunities for professional development
• Ensure the team adheres to Company policies and procedures, promoting a culture of accuracy and attention to detail
• Demonstrate effective problem-solving skills and ability to adapt
• Lead the team with confidence, positivity and transparency
• Provide performance data reporting and escalate issues to the Head of Quality
Handover Package Oversight
• Oversee the preparation of the handover packages, ensuring that all required documentation is compiled, reviewed, and transmitted to clients before the mechanical completion of projects
• Collaborate with Project Managers, Engineers, Construction teams and other stakeholders to ensure the completeness and accuracy of handover documentation
• Monitor the handover package process to ensure that timelines are met, and any issues are promptly addressed
• Provide guidance and support to the team in managing the handover process, delegating compilation and transmission of documents to the responsible team members
Collaboration & Communication
• Consult with Project Managers, Engineers, Construction teams and other stakeholders to ensure documentation requirements are understood and met
• Function as the primary point of contact for document control-related queries, providing expert advice and support as needed
• Facilitate regular meetings with the Document Control Team and other departments to discuss progress, address challenges, and implement improvements
Quality Assurance & Compliance
• Conduct regular audits of the document control system to ensure compliance with internal and external standards
• Implement corrective actions where necessary to address non-conformances in the document control process
• Implement continuous improvement actions to the Company’s processes, systems and procedures
• Ensure all project documentation is properly archived upon project completion, maintaining records in accordance with legal and regulatory requirements
• Manages and takes accountability for the internal Document Control procedure
Key Indicators/Requirements
• Achievement of Key Performance Indicators and Service Level Agreements, as set by your line manager from time-to-time
• Satisfied clients, both internal and/or external
• Timely completion of work
• Quality of work
• Adherence to relevant processes, procedures, and Policies
• Professionalism
• Integrity
• Trust
• Team Spirit
Commercial & Risk
• Inform project manager / line manager of potential risks identified in a timely manner
• Work within allocated CTR or allocated hours where applicable
• Demonstrate clear understating of relevant commercial and budgetary landscape
• Work to agreed plans, using initiative to identify improvements/savings
• Function as an ambassador for the Company, always presenting the right image to existing and potential clients
• To attend meetings and forums, representing the Company
• Forge links and establish communication with relevant colleagues and other stakeholders
Health, Safety, Environment & Quality
• Inform line/project manager of potential project risks identified in a timely manner
• Working within the Company’s ISO 9001:2015 quality systems
• Responsible for own safety at work
• Consideration to be given to others in working environment.
• Adhere to Company and client health and safety procedures
• Comply with – and work to - relevant procedures, policies, processes, and standards, to meet the required level of quality in all outputs
• Zero non-conformances to all Company, client, and project specific quality and safety plans
• Adherence to PPE requirements, where applicable
Technical Requirements
• Keep up to date with latest industry and functional standards, technology, and norms
• Be familiar with all relevant systems
• A good understanding of the availability and use of all relevant electronic tools and software
• Full awareness and understanding of relevant legislation and standards, and their practical application
• Awareness and understanding of all relevant Company Policies, processes, and procedures
PERSON SPECIFICATION
Knowledge, Skills, Experience & Qualifications
Qualifications
• HNC or equivalent experience in Business Administration, or a related field
• Professional certification in Document Control, Quality or Audit is advantageous
Experience
• Minimum of 5 years of experience in document control, preferably within the Engineering Construction Industry
• Proven experience in a senior or supervisory role, managing a team of Document Controllers or Project Administrators
• Extensive knowledge of document management systems, and their application in a project environment
• Experience in overseeing the handover package process is highly desirable
Skills & Competencies
• Leadership: Strong leadership skills with the ability to motivate and develop a team, ensuring high levels of performance
• Diligence: Exceptional attention to detail with a commitment to accuracy and quality in all work
• Organisational Skills: Highly organised with the ability to manage multiple tasks and priorities in a fast-paced environment
• Communication: Excellent verbal and written communication skills, with the ability to consult effectively with all levels of staff and external stakeholders
• Problem Solving: Strong analytical and problem-solving skills, with the ability to anticipate issues and implement effective solutions
• IT Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with document control software
• In-depth understanding of data privacy standards
Personal Attributes
• Integrity: Demonstrates a high level of professionalism and ethical conduct
• Team Player: Collaborative and able to work effectively within a team environment
• Proactive: Takes initiative and demonstrates a forward-thinking approach to document control processes
• Adaptability: Flexible and able to adapt to changing project requirements and priorities
Additional Information
• The role may require occasional travel to UK project sites
These roles and responsibilities are issued as a guideline to help you understand the duties you are expected to undertake as part of your role. They may be subject to change from time-to-time to meet business needs, and you may be required to carry-out additional duties that are reasonably consistent with your skills and status.
