Document Controller

Overview

The Outsourced Technical Services (OTS) Department at PM Group partners with Global leaders across a range of industries to find the best people for their current and ongoing business needs.

We are continually looking for experienced professionals to join our team. Partnering with PM Group and our clients means that you will gain unrivalled experience working with global brands. We offer excellent benefits and long term assignments.

We currently have a requirement for a Document Controller / Document Specialist, for an initial 6 month contract for a Client in Waterford. The position will support the development, storage and flow of all documentation on site. The ideal candidate will have broad experience in Engineering document control and project administration, and experience of systems such as Sharepoint, Midas, QualityDocs, MS Office and/or Trackwise etc. 

Responsibilities

• Compose, update and maintain critical documentation such as Standard Operating Procedures (SOP's), Batch Records, Protocols, and Specifications
• Ensure compliance with regulatory requirements, industry standards, and Good Documentation Practices (GDP) in all documentation
• Collaborate with cross-functional teams to gather and organize information, creating accurate and comprehensive documentation
• Conduct quality checks to ensure error-free documentation and adherence to company guidelines
• Manage filing and storage of electronic and physical documentation to ensure easy retrieval and traceability
• Support document control processes, including document revision, approval, and distribution
• Assist in training employees on documentation procedures and best practices
• Continuously improve documentation systems and processes to enhance efficiency and accuracy
• Remain updated with industry regulations and guidelines related to documentation practices. Manage project documentation from creation to retention & archiving
• Maintain document history and authentication (versions & revisions)
• Control the issue and distribution of project documentation
• Ensure all documentation transmitted is recorded and traceable
• Handle documentation in line with project security and document security classifications
• Set up and carry out Project Document Reporting
• Undertake Internal and external Audits as required
• Assist in the creation and maintain distribution lists / workflows / review cycles
• Ensures there are no errors in filenames before submission of electronic files
• Ensure documents have been reviewed and approved by a competent person as per contract requirements
• Ensure the reason for change is recorded when documents are revised
• Assist in the collation and issue of handover documentation (O&M manuals, H&S files, as-built records, databooks etc.)
• Assist with archiving of documents, ensure legibility and traceability.

Qualifications

• 2+ years Document Control within regulated industries
• Experience with document management systems (EDMS/Collaboration systems)
• Proficiency in MS Office and Adobe
• Experience in dealing with multidiscipline design teams, subcontractors and a wide client base
• Ability to understand technical concepts and work with technical departments and personnel to achieve goals
• Ability to manage and build relationship with diverse stakeholders
• Well organised, self-motivated, excellent interpersonal and communication skills