Document Controller/Administrator [ROI]

Reference ID:

DCC/WAVU

Description:

Wills Bros is seeking Document Controller/Administrator to join the delivery of the West Apron Vehicle Underpass (WAVU) at Dublin Airport — a landmark infrastructure project shaping the future of airport operations. This is a unique opportunity to work on a major project in a live operational environment.

The Document Controller is responsible for following all document management procedures, including receiving, handling, and storing project documentation. This role involves maintaining records such as design drawings, reports, registers, subcontractor communications, and quality inspection documents. The Document Controller must also support accurate and timely submission of all submittals, transmittals, and other correspondence within various Control Document Environments (CDEs), distributing documents to the project team as needed. This includes managing documents sent to or received from the client and/or subcontractors and implementing the project’s document coding system to ensure correct organization, file naming, titling, and revision levels before submission.

 Key Responsibilities:

• Manage the flow of documentation within the organization.
• Maintain and update document control systems and databases.
• Ensure all documents are accurate, up-to-date, and properly filed.
• Control the issuance, distribution, and retrieval of documents.
• Review and verify documents for completeness and compliance with company standards.
• Support project teams by providing timely access to required documentation.
• Archive inactive documents in accordance with retention policies.
• Assist in audits and ensure documentation is audit-ready.
• Train staff on document control procedures and systems.
• Archive, update & maintain the drawing register to ensure that this is up to date.
• Communicate and collaborate with project managers.
• Submission of all submittals, transmittals.
• Establish a procedural framework: identify, collect, distribute and complete the controlled documents.
• Work with auditors to maintain ISO status.
• Maintaining various Project registers including but not limited to drawings, BIM models, compensation events, consents, notification transmittals etc.
• Ensure the information and document control system is implemented in compliance with the Client’s standard and is updated to reflect revisions to those standards.
• Maintain a watchful and alert attitude toward Project Team meetings, developing routine reports and metrics to gauge a Project Team’s success.
• Support of O&M manual templates.
• Maintenance of Health and Safety documentation and follow company procedures.
• Promote agile software, oversee and record its upgrades through protocol to make Document Control more effective.
• Prepare and input construction documents into Document systems and develop monthly reports and presentations.
• Sustain coordination and communication between contractor/s and management.
• Additional duties associated with the role as determined by the management.

Qualifications and Experience:

• Proven 3 years’ experience as a Document Controller or similar role in construction or civil engineering essential.
• Demonstrated experience with the use of Adobe Acrobat and Document Control hardware and Software, document management systems (SharePoint).
• Familiar with IT software in particular the Microsoft suite. to include Excel, Outlook, PowerPoint, Word, etc).
• Ability to analyse and come to conclusions.
• Excellent time management, prioritisation & organisation skills
• Strong attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Ability to work in a fast-paced environment
• Strong communication and interpersonal skills.
• Knowledge of the ISO 9001 and ISO 14001

What We Offer:

• Competitive salary and benefits package.
• Opportunities for professional development and career progression.
• A supportive and collaborative work environment.
• Involvement in high-profile and impactful projects.

Apply now!

Please note: We are not accepting applications from recruitment agencies at this time.