EPS Site Solutions
Document Controllers
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Document Controller - Job Spec
EPS is seeking a client-side Senior Document Controller / Common Data Environment (CDE) Coordinator, reporting to the PM team, with named holiday and absence cover.
Requirement
What we would look for
Relevant project experience
- Experience in large, multidisciplinary commercial fit-outs, preferably with substantial MEP, IT, AV and security scope. Evidence of taking projects through design, construction and handover.
Autodesk expertise
- Hands-on administration of Autodesk Docs/Build: permissions, document registers, revisions, transmittals, review workflows, RFIs, submittals and exports - not just uploading files.
Information management knowledge
- Practical understanding of ISO 19650, document numbering, revision and suitability codes, controlled issue, superseded information and audit trails.
Register and reporting skills
- Strong Excel/Google Sheets capability; bulk metadata checking, reconciliation, exception reporting and clear dashboards.
Handover experience
- Experience coordinating as-builts, O&M manuals, commissioning records, certificates, warranties, training records and asset-data submissions.
Coordination and communication
- Confident chasing consultants and contractors, resolving administrative deficiencies and escalating overdue information without becoming the technical decision-maker.
Service continuity
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- A named lead and competent deputy, weekday coverage, clear response commitments, and capacity to increase support around major issues and handover.
Confidentiality and access control
- Ability to manage restricted commercial, legal, security and technical information within JS-approved systems and permissions.
Scope and Expected Deliverables
Workstream
Expected deliverables
Mobilisation and existing information audit
- Inventory of current repositories and registers; identify duplicates, uncontrolled copies, missing metadata and outstanding records; produce a prioritised clean-up and migration plan.
Document control procedures
- One project-wide procedure covering naming, numbering, revisions, suitability/status, checking, distribution, review routing, superseding and archiving. Develop this with the Information Manager/BIM lead and obtain JS approval.
CDE setup and administration
- Implement the agreed folder structure, permissions, distribution groups and workflows; maintain the access register; onboard users and provide short guidance/training.
Master document register
- Maintain an authoritative register of drawings, models, specifications, reports and other controlled information, including originator, package/location, revision, status, issue date, reviewer, due date and CDE link.
Incoming and outgoing information control
- Check administrative completeness, return non-compliant submissions, maintain transmittals and issue records, route information correctly and ensure superseded revisions cannot be mistaken for current information.
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RFI and submittal coordination
- Log, assign, route and chase submissions; monitor review deadlines; maintain ageing and overdue reports; retain responses and closure evidence.
Information delivery tracking
- Reconcile planned deliverables against actual issues, using the discipline TIDPs and consolidated MIDP; identify missing or late information before stage gates and procurement releases.
Procurement and change records
- Maintain controlled tender issue sets, bidder distributions, clarifications, addenda and approved change records. Preserve what was issued, to whom and when.
Reporting and assurance
- Weekly dashboard of received/issued information, overdue reviews, rejected submissions and upcoming deliverables; monthly compliance audit and stage-gate completeness reports.
Progressive handover
- Maintain a package/system handover index and tracker; chase missing records throughout construction; check administrative completeness and coordinate technical/FM review.
Final archive and aftercare
- Deliver a searchable, structured archive with native files, required exports, registers and approval histories; support subsequent defects, seasonal commissioning and record updates.
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