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Document Controller

Location London, United Kingdom Category Technical Services Job Id 36127 Posted Date 26/02/2025 Close date 27/04/2025

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JOB DESCRIPTION

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. To learn more about our purpose, culture, and priorities, visit our strategy site. 

Within our construct business, we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential in every project. 

Our values shape the way we construct and define the people we want to join us on our journey, they are:

  • Safety first - Going home safe and well
  • Client focus - Deliver on our promise
  • Integrity - Always do the right thing
  • Create opportunity - For our people to excel

Document controller to work on various projects within a Mace aviation sector, managing conject database management system alongside using clients document system throughout the construction project/s life cycle.

You’ll be responsible for:

In general, the PIC should:

  • Ensure that all conject procedure/ process guides, where applicable, are issued to all project design teams.
  • Ensure that all conject procedure/ process guides, where applicable, are issued to all project sub-contractors as part of tender documentation and as part of any starter pack.
  • Read and understand all Mace conject process & procedures guides for their project, where there is an element of doubt, please refer to the information management team (IMT) leader for further guidance.
  • Ensure the Mace team adheres to the project process & procedures and provide guidance when deviation occurs.
  • Maintain the project work package list and ensure documents are being assigned to work packages, as per the Mace work packaging guidelines & in tandem with the sub-contractor viewing restrictions.
  • Manage and control distribution lists as per the agreed distribution matrices.
  • Run exception reports for Mace managers on a weekly basis.
  • QA check all information coming on to the system and process accordingly, this will incorporate: Ensuring that all drawings can be read and printed correctly using the conject viewer and all aspects of the drawings/documents are in accordance with the procedures; otherwise apply ‘QA Rejected’ status to the information. Ensure all drawings and documents are published to the system are associated to a document transmittal.

Designers Drawings:

  • Ensure that designers are publishing documents in accordance with the protocols and using the agreed distribution matrices.
  • When designers issue data to conject ensure that their ‘project status’ is as per the project protocol and that the system is configured so that they can only use the statuses within the protocol.
  • Distribute drawings to Mace package managers for authorisation (either in paper or via the system) when agreed then forward this information to the sub-contractors as per the conject procedures guide.

Sub-Contractors Drawings:

  • Ensure that the agreed forced issue groups are set up so that sub-contractors issue all drawings and documents directly to the PIC.
  • Issue subcontractor submittals to Mace package managers for authorisation and to lead consultants for ‘lead review’, any additional actions/ distribution to be agreed with the Mace team.
  • Run reports to show overdue actions on these documents from the consultants as part of the weekly reporting process.
  • When sub-contractors issue data to conject ensure that their ‘project status’ is per the project protocol and that the system is configured so that they can only use the statuses within the protocol.

Instructions:

  • Publish Mace outgoing instructions on conject CMS to sub-contractors as required by the project commercial team.
  • RFI’s:
  • RFI’s will be issued directly to Mace package managers. However, the document controller can adopt the package manager’s user rights if the package manager is on holiday or unavailable.
  • Produce RFI summary reports as part of the weekly reporting process.

Training:

  • Provide on-site training and assistance to sub-contractors and designers.
  • Attend all training provided by the information management team (IMT) as required.

You’ll need to have:

  • IT skills covering Excel, Word, Access, Outlook.
  • Knowledge and use of document control systems.
  • Good organization and communication skills.
  • Attention to detail and accuracy.
  • Good inter-personal skills.

You’ll also have:

  • Experience of web-based applications/ software.
  • Able to work effectively in a team environment.
  • Experience of internet publishing.
  • Results and quality focused individual.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organization. 

We are also open to discussing part-time, flexible, and hybrid working options if suitable within the role. 

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About us

Since day one, we have relentlessly pursued a better way. Our purpose – to redefine the boundaries of ambition – is the reason we do it.  

We are global experts in shaping and making the built environment. We support clients at every stage of the property lifecycle, from development and consultancy to construction and operations.  

You can see our impact everywhere: from skylines that form cities around the world to the infrastructure that communities depend on to live, work and play. Together, it all works towards our vision: leading the way to a more connected, resilient and sustainable world. 

Today, we remain a privately owned business that has grown organically across five global hubs in Europe, Middle East and North Africa, the Americas, Sub Saharan Africa and Asia Pacific. 
The driving force behind our success is our people who, with their collective expertise, push us to think differently and bravely lead the way.  

Our culture respects equality, values diversity and encourages individuality – accepting and appreciating all views and beliefs and providing an environment for ideas to come alive. We welcome everyone who shares the Mace values, regardless of background, culture, disability, ethnicity, gender identity or sexual orientation.  

Drawing on a broad range of backgrounds, perspectives, experience and expertise to challenge convention is our strength. It’s the reason why we continue to grow and it’s the secret to how we’ve built some of the world’s most renowned buildings.  

Should you need to discuss any reasonable adjustments or require guidance about our recruitment process, please contact inclusiverecruitment@macegroup.com to speak to a member of our team. You can read our diversity and inclusion strategy here
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