Document Controller

Dundalk

The role of the Document Controller is outlined as follows:

• Controlling company and project documentation
• Following and improving document control procedures
• Ensuring all documentation meets formal requirements and required standards.
• Sorting, storing and retrieving electronic and hard copy documents on behalf of clients and industry professionals.
• Producing document progress reports for senior managers
• Conducting regular reviews and document audits
• Using computers to organise and distribute documents within a company.
• Helping in the planning stages of a specific project
• Ensure documents are shared at key times to facilitate timely project completion.
• Working in an office.

Primary Duties and Responsibilities:

The main duties and responsibilities of the Document Controller are outlined as follows:

• ACC Platform Administration and Document Management - Manage Glanua's internal ACC workspace, including user access, folder structure, version control, and document management for the project.
• EIDA Formal Document Submissions - Create and manage transmittals in EIDA (Client Portal) in line with their SOP for good document management.
• EIDA Submittal Management - Process all technical submittals (shop drawings, product data, material submittals, samples) through EIDA.
• EIDA Quality Plans and ITP Management - Upload Quality Plans and Inspection Test Plans (ITPs) to EIDA before construction activities begin.
• EIDA RFI and NCR Management - Create and manage RFIs (Requests for Information) and NCRs (Non-Conformance Reports) in EIDA.
• EIDA Quality Assurance Documentation - Ensure all QA documents are GDP compliant with proper signatures and dates.
• ACC to EIDA Document Transfer and Version Control - Coordinate document transfer from ACC (internal) to EIDA (client submission).
• Client Comments Management (EIDA to ACC) - Download any client comments and markups from EIDA, and distribute to the Glanua team via ACC.
• EIDA Turnover Package Management - Compile Vendor Turn Over Packages (VTOP), Trade Turn Over Packages (TTOP), and Construction Turn Over Packages (CTOP) in EIDA.
• Good Documentation Practices (GDP) Compliance - Ensure all documents meet GDP standards before submission to EIDA.
• EIDA User Access and Training Coordination - Coordinate EIDA access requests for Glanua staff through Client Document Control.
• Document Control Reporting and Metrics - Generate daily/weekly/monthly document control status reports
• Manage QA procedures and processes ensuring compliance with Glanua company procedures is always maintained.
• Report to project teams on non-compliance to company procedures
• Engage with Project Teams to provide upskilling and training on our BIM 360 document management system.
• Liaising with the Digital Lead, BIM Coordinators, Design Managers, Project Managers and site staff for all documents submissions.
• Provide brief status reports to synopsize projects progress.
• Ensure the timely, accurate and efficient distribution of information in order to maintain the agreed construction programme and deliver our client requirements.
• Maintain confidentiality around sensitive documentation.

Knowledge, Skills, and Experience:

The prior knowledge, skills and experience required of the Document Controller are outlined as follows:

• Proven experience of implementing or using existing web-based information management systems.
• Qualification in or previous experience of Information Management, Office Administration or similar field is desirable though not essential as training will be provided to the right individual.
• 5 years minimum experience in Documentation or Information management, ideally within the construction industry.
• Previous experience of implement and managing cloud-based document management systems is preferable.

What we offer you:

• The opportunity to join an ambitious and growing organisation.
• Competitive base salary.
• Monday to Friday working week, finishing early on Fridays.
• Access to EAP - 24/7, 365 days confidential employee counselling service, free for employees and their families.

About Glanua

Glanua is an industry leader providing innovative and sustainable engineering solutions to design, build, operate and maintain critical water and wastewater infrastructure across Ireland and the UK. We are a trusted provider to the municipal and industrial sector, where our clients include Ireland

and the UK's largest water utilities, Irish Water, Thames Water, Yorkshire Water and Affinity Water.

Glanua is passionate about solving today's environmental challenges and delivering a decarbonised and sustainable world. We know that to build successful creative teams, we need a diverse workforce that can deliver new innovative ways of thinking. We provide an environment where you will have the freedom to develop and grow to your full potential. We champion our core values and uphold the highest standards of Safety and Well-being, Innovation, Integrity, Collaboration, Courage, Agility, Accountability, Diversity and Inclusion in everything we do.

We have a talented team of 600+ people across Ireland and the UK and are rapidly expanding our workforce across several disciplines to meet our ambitious growth plans.

Glanua Limited is an equal opportunities employer.