Senior Document Controller

Job Description * Document Management Systems: Oversee the implementation and optimisation of the document management system (DMS) and processes. Ensure the DMS supports project needs, aligns with client expectations, is user‐friendly, and adheres to security protocols. * Quality Control & Compliance: Establish and maintain document control procedures and standards that meet Costain's processes, legal, regulatory, and industry requirements. Conduct regular audits to ensure adherence to document management policies, addressing issues of non‐compliance. * Collaboration & Communication: Use efficient document management to facilitate effective communication and information sharing among project teams, clients, and stakeholders. * Leadership & Strategy: Lead a document control team, set objectives, and ensure alignment with overall project goals. Serve as the primary point of contact for all document‐management matters within the project team and across the organisation. * Training & Development: Provide training and support to team members on document control systems, procedures, and best practices. Encourage continuous improvement and professional development. * Record Keeping & Archiving: Ensure accurate and timely processing, distribution, and storage of all project documents. Manage the archiving process for project documentation, ensuring long‐term preservation and accessibility in compliance with legal and company requirements. * Reporting & Analysis: Generate comprehensive reports on document status, compliance, and performance metrics for senior management. Review and analyse current document‐management processes for effectiveness and efficiency, recommending and implementing improvements. * Continuous Improvement: Use lessons learned from projects to improve services to clients and drive innovation within the team. Responsibilities * Implement and manage document control processes and systems for accurate recording, updating, and tracking of all project documents. * Ensure all documentation, including drawings, reports, and records, meets quality standards and complies with project requirements and industry regulations. * Coordinate the distribution and flow of documents, liaising with project managers, engineers, and external parties. * Maintain version control of project documents to keep the most current information available. * Provide training and support to project team members on document control procedures and systems. * Generate and maintain reports on document status, progress, and compliance for project teams and management. * Oversee the proper archiving of project documents and records in accordance with legal, regulatory, and company requirements. Qualifications and Experience * In‐depth knowledge of electronic document management systems (EDMS) and related software applications. * Familiarity with industry standards for document control, quality management systems, and regulations affecting document management within the engineering sector. * Understanding of legal, regulatory, and compliance aspects related to document and records management, including data protection laws. * Leadership and team‐management skills: ability to lead and manage a team of document controllers, setting objectives, assigning tasks, and monitoring performance. * Strong organisational and planning skills to manage large volumes of documents and complex information systems. * Excellent written and verbal communication skills for liaising with project teams, stakeholders, and external parties. * Analytical and problem‐solving skills to identify issues and implement solutions that improve efficiency and compliance. * Technical proficiency in IT systems, databases, and office software, adaptable to new technologies. * Minimum 5–7 years of experience in document control or information management, preferably within engineering, construction, or a related technical field. * Exposure to project‐management practices and an understanding of how document‐control activities integrate with project execution. Additional Qualifications * Familiarity with document‐control software and database systems. * Strong organisational and time‐management skills. * Attention to detail and commitment to accuracy. * Proficiency in MS Office applications and document‐management systems. * Ability to work independently and as part of a team. Desirable * Professional certifications related to document management, project management, or quality management (e.g., PMP, Certified Document Controller). About Us Costain helps to improve people's lives with integrated, leading‐edge, smart infrastructure solutions across the UK's energy, water, transportation and defence markets. We help our clients improve their business performance by increasing capacity, improving customer service, safeguarding security, enhancing resilience, decarbonising and delivering increased efficiency. Our vision is to be the UK's leading smart infrastructure solutions company. We will achieve this by focusing on blue‐chip clients whose major spending plans are underpinned by strategic national needs, regulatory commitments, legislation or essential performance requirements. We offer our clients leading‐edge solutions that are digitally optimised through the following five services which cover the whole lifecycle of their assets: future‐shaping strategic consultancy; consultancy and advisory; digital technology solutions; asset optimisation and complex programme delivery. Our culture and values underpin everything we do. Costain appreciates the time and effort taken when applying for one of our positions but, due to the high volume of responses, we are unable to provide individual feedback on candidates at the application phase. We do share individual feedback following an interview. A Disability Confident employer will generally offer an interview to any applicant that discloses they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high‐volume, seasonal and high‐peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non‐disabled people. For more details please go to the Disability Confident website: https://www.gov.uk/government/collections/disability-confident-campaign #J-18808-Ljbffr