Flogas Britain is one of the largest distributors of off-grid energy in the UK and has 40 years’ experience of providing solutions to both commercial and domestic customers, principally in the form of liquid gas. The business has a longstanding record of organic growth driven by new installations, underpinned by a strong technical engineering expertise and capability, which combined with several bolt-on acquisitions has resulted in its market share increasing from 10% to over 30%.
The business is at the forefront of the energy transition having developed a prominent track record in converting customers from higher emissions fuels to lower carbon and cleaner solutions for the last decade and is now well placed with a significant range of opportunities to develop and diversify into New Energies into the future in line with our 2040 vision to provide 100% renewable solutions to customers.
Flogas has been highly acquisitive in executing this strategy, investing over £50 million in the recent acquisitions of Protech, DTGen and Equity Energies, bringing together a compelling proposition of products, technologies, and services to support customers in navigating their energy needs through the transition and to execute their strategies in regard to energy cost, security and carbon emissions on their own pathway to net zero.
Flogas Britain has revenues of around £400 million and employs over 1,500 people across its multi-site operation across Britain with its headquarters in Syston, Leicestershire.
JOB PURPOSE
We wish to appoint a Document Controller, who would be dedicated to managing the information flow of drawings and documents to deliver the Avonmouth project goals by working with the project team and applying Flogas systems and procedures, specifically managing the document control process and to minimise risks associated with this to the project and to Flogas.
The individual in this role will be able to prioritise a large and varied work load. This person will bring enthusiasm and awareness to the document control process, sharing their knowledge and contributing to improving the systems and processes. Providing key support to the project team, the individual will demonstrate the ability to build and maintain a professional relationship with the project team and work in a professional and effective manner with the external contacts they will interface with (designers, engineers, contractors, regulators, etc).
This role plays an integral part in the project’s success and as such the individual must be flexible, able to work unsupervised, have excellent communication skills and have a business-focused attitude.
ACCOUNTABILITIES
1. Issuing drawings and documents in accordance with Quality Assurance Procedures.
2. Receive and/or download electronic drawings and documents, file in the appropriate directory and maintain a drawings received schedule.
3. Circulate received/downloaded electronic documents to the Project Team.
4. Print copies of incoming electronic drawings for distribution to the Project Manager, designers, consultants, engineers, regulators and main contractors.
5. Keep a log of incoming and outgoing information.
6. Upload drawings and documents onto electronic document management systems in accordance with the schedule provided by the Project Manager.
7. Filing of electronic correspondence in accordance with quality assurance procedures.
As a Document Controller, your main accountabilities will be as follows:
1. Set up and configure a document control system, ensuring that it is tailored to suit the needs of the project.
2. Help manage the information distribution involved in procurement using the document control system.
3. Maintenance of accurate records of all drawings and other construction documents issued by consultants, engineers, designers and contractors through each stage of the project. Process multiple documents daily, including a thorough QA check, printing and review/distribution, and electronic forwarding to create an accurate and comprehensive audit trail.
4. Ensure that an effective internal review loop is maintained so that all documents are properly reviewed by the appropriate members of the Project Team.
5. Ensure that every drawing or other design document is received by the relevant members of the Project Team; this involves being a final point checking on any distribution marked by the Project Manager.
6. Establish from outset a close relationship with the Financial Manager to ensure that the proper procedures are put in place to maintain cost control and contractual integrity of the Project.
7. Log, distribute promptly and keep updated various instructions from consultants, engineers, contractors and the Project Team etc.
8. Label, log, store and process all sample approvals.
9. Establish and maintain a Request for Information system, providing reports to the Project Team as necessary.
10. Communicate to the Project Team the abilities of the document control system and provide training, technical and procedural support for all users.
11. Liaise with consultants/contractors to ensure that all parties are working to the correct drawings and other design documents, and to ensure that all parties are issuing documents correctly.
12. Thoroughly police the procedures and standards defined in the project’s protocols and procedures.
13. Maintain an awareness of the current issues and progress of the project to ensure that documents are continuously prioritised in a way to best suit the project.
14. Review all comments made on documents to ensure that they have been added electronically to form part of the audit history and that the comments are reviewed by the project team and the status of documents is updated accordingly.
15. Keep up to date copies of each drawing and other design/approval documents on site for the use of the Project Team.
16. Establish and maintain a report diary to deliver accurate and timely reports related to document control as requested by the Project Manager (e.g. outstanding approvals, unanswered RFIs etc.).
17. Provide the Project Team with timely and accurate answers to all document control related queries.
18. Undertake regular reviews of the system to ensure effective use across the project.
19. Foresee any issues that have potential to disrupt the information flow or audit trail of the project and take appropriate actions to resolve these issues.
20. Document all discrepancies in document issues ensuring that the Project Manager is aware of any discrepancies and that all problems are resolved in a timely fashion by liaising directly with all members of the wider Project Team.
21. Create and maintain an accurate, efficient and user-friendly filing system, ensuring that copies of drawings and documents are easily found.
22. Order reprographics as necessary, liaising with the Project Team and the reprographics supplier to ensure that costs are controlled.
23. Ensure that a drawing rack is set up and maintained with current drawings, detailed on a corresponding directory.
24. Establish and maintain an electronic Snag Management System, providing reports to the Project Team and Manager as necessary.
25. Take responsibility for obtaining handover manuals, Operation & Maintenance manuals to ensure that approved and finalised documents are in place and available for practical completion.
26. At the end of the project, ensure that all project files are collated and correctly archived for easy and accurate retrieval.
This job description is for guidance purposes and the role holder will be expected to do any other tasks as is reasonably expected of them.
JOB HOLDER REQUIREMENTS
Skills & Qualifications
1. Proven planning and process management skills.
2. Attention to detail and accuracy.
3. Methodical approach to duties.
4. Must be able to communicate articulately, positively and effectively.
5. Advanced knowledge of Word, Excel. PowerPoint preferable.
6. Knowledge of document control and/or construction industry processes/terminology preferable.
7. Experience of working on a construction site environment (in a similar role) preferable.
8. Experience using an electronic document control system preferable.
Person Specification
1. A confident, professional manner.
2. Flexible team member.
3. Enjoys working in a fast pace, changing and demanding environment.
4. Has a proactive and ‘can do’ attitude and experience of coordinating others.
5. Able to continuously prioritise tasks to suit the Project’s needs.
6. Sense of responsibility.
7. Ability to build rapport with Project Team and wider teams.
TECHNICAL SKILLS
1. Attention to detail.
2. Ability to plan work, and work to tight deadlines to ensure project phase delivery.
3. Communication with external contractors and company project teams.
4. Manage contracts for site with design houses, and site team.
5. Working as a team.
6. Working with DMS (Document Management Systems).
7. Methodical organisation of documentation and communication with relevant teams.
8. Training in the use of the DMS.
9. Project Administration.
10. Experience filing and organisation of libraries.
11. Expert with Microsoft Office programs.
12. Working with procurement systems and understanding their processes.
13. Managing the update of ELD (Engineering Line Diagrams).
14. Version control of all documentation.
Flogas Britain is committed to driving diversity and inclusion across its workforce, striving to attract and develop the best talent regardless of gender, age, sexual orientation, disability, neurodiversity, ethnicity or any other factor, and building a diverse and supportive culture of respect and fairness for all. Candidates of all backgrounds are encouraged to apply.
Furthermore, Flogas Britain embraces flexible working, both from a working pattern and a location perspective. As part of a dynamic, fast-moving organisation, this is a demanding role and it is anticipated that an element of physical HQ or site meetings will be required to effectively partner the business (when circumstances allow), however the business offers flexibility in how and when the role is fulfilled and performance is measured through delivery rather than presence.
Candidates with different flexibility needs are encouraged to apply.
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