Admin/Document Control

Position Summary:

Arcadis|DPS Group Advanced Technology Group is seeking an Admin/Document Control candidate with a solid background in construction support to join our growing team based in Ireland. This position will oversee all activities involved within the Document Control environment and supervise the day-to-day Document Control operations.

The successful candidate will align all Document formatting, Naming and Revision logs to the highest standards of good documentation practices and specifications. This team is a fantastic place for a document control professional to take their career to new heights.

The ideal candidate will be a self-motivated individual with strong leadership, communication and organisational skills. The successful candidate will lead a team with the importance of meeting targeted commitments while being flexible to the ever-changing and fast paced environment of our clients’ sites.

Key Responsibilities:

Responsibilities shall include but not limited to:

• Ensure workflows are accurately followed by the Document Control Reps to ensure compliance.
• Assists in orientation, training, and cross-training of new record staff.
• Assists in documenting new and existing processes.
• Files, audits, receives, distributes, tracks and maintains incoming and outgoing document tracking system of confidential and non-confidential construction documents according to established procedures and standards for security and document organization.
• Continuous improvement of standard concepts, practices, and procedures within document control or construction document control field.
• Coordinate activities in the information that is received, stored, and retrieved.
• Ensures security and preservation of records in construction information management center.
• Ensures standardized functional systems (labelling, PFI, data entry, email notifications, customer responses, detailed filing) are used by records technicians and are effectively used.
• Follow the established controlled vocabulary file system coding within the Project File Index. Sorts, classifies, and code material for filing.
• Accurately log, date/time stamp all incoming and outgoing construction information into the construction information management database.
• Coordinates with the Document Control Reps to perform a project information self-assessment.
• Must be proactive and actively engaged in supervision of day-to-day activities.
• Performs a variety of tasks and strong multi-tasking skills.

Education & Experience:

• Requires a Diploma certificate or its equivalent and at least 4 years of experience in the field or in a related area.
• At least 5 years experience in Administration position or records management and/or construction records management.
• Construction site experience an advantage.

Essential Skills:

• Ability to identify, plan and organise work and rapidly adapt to on-going schedule changes.
• Familiar with standard concepts, practices, and procedures within document control or construction document control field.
• Relies on experience and judgment to plan and accomplish goals. Must be a self-starter attitude with proactive, results-oriented focus; and willing and capable to assume additional responsibilities.
• Effective proven leadership skills. Prior demonstrated experience managing a group of Document Control Representatives.
• Proven accuracy, reliability, and completeness in job accomplishment.
• Effective oral and written communication skills.
• Diverse stakeholder management
• Must be detail-oriented and highly organized; and must be able to produce accurate and timely results while maintaining a customer-service attitude.
• Proficient in MS Office applications; Outlook, Word, Excel and Access