Document Controller

Role overview

This opening is for a Document Controller based in Dundalk, County Louth. The position focuses on managing project and company records, keeping documentation organised, and making sure all files meet the required formal and quality standards.

What the role involves

• Take ownership of company and project documentation, both digital and paper-based.
• Maintain and improve document control workflows and procedures.
• Check that documents comply with formal requirements and internal standards.
• File, store, sort and retrieve documents for clients and industry stakeholders.
• Prepare progress updates and document control reports for senior management.
• Carry out routine document checks and audits.
• Use office systems to organise, route and distribute documents across the business.
• Support early project planning activity where required.
• Ensure documents are issued at the right time so project milestones are not delayed.
• Work from an office environment.

Core duties

• Administer the internal ACC workspace, including access permissions, folder structures, version tracking and project document management.
• Create and manage transmittals in EIDA in line with the client’s standard operating procedure.
• Process technical submittals such as shop drawings, product data, material submittals and samples through EIDA.
• Upload quality plans and inspection test plans to EIDA before construction work starts.
• Create and track RFIs and NCRs within EIDA.
• Check that QA documents are GDP compliant, including correct signatures and dates.
• Move documents from ACC to EIDA while maintaining version control.
• Download client mark-ups and comments from EIDA and circulate them to the Glanua team through ACC.
• Prepare turnover packages, including VTOP, TTOP and CTOP, in EIDA.
• Make sure all submissions meet Good Documentation Practice standards.
• Support access requests for EIDA on behalf of Glanua staff through client document control.
• Produce daily, weekly and monthly status reports for document control.
• Oversee QA procedures and ensure company processes are being followed.
• Escalate any breaches of company procedures to project teams.
• Work with project teams to train and upskill them on BIM 360 document management.
• Liaise with the Digital Lead, BIM Coordinators, Design Managers, Project Managers and site teams on document submissions.
• Provide short progress summaries on projects.
• Help ensure information is shared accurately and on time so construction schedules and client needs are met.
• Protect the confidentiality of sensitive documentation.

Experience and background

The employer is looking for someone with experience using web-based information management systems. A background in Information Management, Office Administration or a similar area is preferred, but it is not essential because training will be given to the right candidate.

A minimum of 5 years' experience in documentation or information management is required, ideally gained in the construction industry. Experience with cloud-based document management systems is also an advantage.

What is offered

• Opportunity to join a growing and ambitious organisation.
• Competitive base salary.
• Monday to Friday working pattern, with an early finish on Fridays.
• Access to an employee assistance programme with 24/7, 365-day confidential counselling support for employees and their families.

About the employer

The company provides innovative and sustainable engineering solutions for the design, build, operation and maintenance of critical water and wastewater infrastructure across Ireland and the UK. It serves municipal and industrial clients, including major water utilities in Ireland and the UK.

The organisation has a strong focus on environmental improvement, decarbonisation and sustainability. It promotes diversity, inclusion and professional development, and operates with values centred on safety and well-being, innovation, integrity, collaboration, courage, agility and accountability. The business has more than 600 employees across Ireland and the UK and continues to expand.

Additional information

The employer is an equal opportunities employer.