Document Control Manager

7 days ago

East London, Eastern Cape, South Africa Ferrovial Agroman SA Full time
About us:

Ferrovial Construction is a business unit of Ferrovial, which is listed simultaneously on 3 stock markets: USA (Nasdaq), the Netherlands (Euronext Amsterdam), and Spain (IBEX 35). The U.S. listing represents a key step in Ferrovial's internationalization process and plans for growth in North America.

Ferrovial Construction is internationally recognized for its capacity to design and build civil engineering and construction projects, mainly in large transportation infrastructure. Its track record to date includes more than 304 miles of tunnels, 11,930 miles of roads (including 2,485 miles of highways), 2,920 miles of railroad lines (including 434 miles of high-speed railroads), and 16,994 miles of road maintenance and repair.

Job Description:

DOCUMENT CONTROL MANAGER

Location: East London

About us

Ferrovial Construction is the engineering and construction arm of the Ferrovial Group. It is the largest private transport infrastructure operator in the world in terms of capital invested with a workforce of approximately 96,000 employees and a presence across 15 countries with over 60 years' experience. It is a Spanish multinational company operating through 4 divisions; Airports, Highways, Construction, and Building subsidiaries. Ferrovial is committed to developing sustainable and innovative solutions, with the aim to create value for society, clients, investors, and employees. Ferrovial Construction Ltd UK has 7 major Infrastructure projects across the UK; HS2 Enabling works, HS2 Main Works, Silvertown Tunnel (STT), Heathrow (H7), Thames Tideway (TTT), Northern Line Extension (NLE), and Farringdon Station.

Scope and Scale of the role

  • Setup the project EDMS and CDE with the support of the Quality Manager and Digital Construction department representative. Create Workflows, digitize form and submittal processes aligned with the project requirement, and meet the Client representative to achieve correct system setup and communication flows.
  • Setup and manage Commercial Systems and field Systems.
  • Control and track the information in the project Common Data Environment (CDE) and Electronic Document Management System (EDMS) to ensure information is correctly managed and distributed (downstream and upstream) between the client systems and the project's.
  • Review document formats and QA Checks as per project requirements, download, upload, archive, and distribute the information and manage them accordingly.
  • Maintain the necessary trackers and reporting to the project team.
  • Manage Document Controller(s) reporting to them.
  • Support and lead Quality-related questions in Tenders and Pre-Qualification when required.
  • Support Innovation initiatives, raise new opportunities, and lead when required.

Job Responsibilities:

  • Responsible for setting up the EDMS and CDE system in the project.
  • Correctly set up digitized forms, Workflows, and submittal processes embracing the project CDE.
  • Comply with project requirements and ISO19650 requirements when applicable to the project.
  • Prepare projects or the organizational Document Control procedures and deliver training.
  • Responsible for controlling the numbering, filing, sorting, and retrieval of electronically stored or hard copy documentation produced by technical teams in a timely, accurate, and efficient manner.
  • Provide EDMS support for projects and departments.
  • Conduct QA document checking.
  • Manage the administration of EDMS (Workflows, access rights, distributions, etc.).
  • Assist in preparing and managing documentation internally/by subcontractor.
  • Train project personnel in using the system and document control procedures.
  • Asset Integration (NOT ESSENTIAL):
    • Coordinate the compilation of assets registers and H&S Files.
    • Register key assets to Asset management systems (e.g., Maximo, Sales Force, Excel, or others) and run required reports for PM to raise visibility of assets delivered/installed and scheduled/planned for delivery.
    • Liaise and coordinate with the site team for the production of handover asset information documentation.

Qualifications:

  • Evidence of applicable system admin courses completed of: Asite and SharePoint.

Experience:

  • Substantial experience in Document Control duties.
  • Experience in multiple handovers and design submissions successfully.
  • Experience of managing/mentoring/supporting the development of 1 or more document controllers (or similar role).
  • Understanding of ISO19650.

Knowledge/Ability:

  • Advanced knowledge of Word, PowerPoint, Excel, and PDF professional.
  • Experience using Asite, Dalux, ProjectWise, Autodesk Construction Cloud, Procore, and/or other project-required systems, along with good knowledge of SharePoint and overall MS Office applications: MS Forms, Power Automate, etc.
  • Ability to manage time and several tasks, and prioritize correctly.
  • Ability to spot errors in documents, such as formatting errors, typos, or similar.
  • Ability to understand drawings.

Skills/Behaviours:

  • Motivated to learn and add value to the team, the role, and the apprenticeship programme.
  • Inquisitive mind, seeking new improved ways of working.
  • Enjoys working under pressure to meet deadlines, proactive approach to working and learning.
  • Analytical and critical thinker, excellent record keeping, and attention to detail.
  • Good communication skills, verbal and written.
  • Willingness to manage and teach/develop their team.

Please note that this job description does not represent a comprehensive list of activities, and employees may be requested to undertake other reasonable duties.

Ferrovial embraces diversity and inclusion and we see the value in providing equal opportunities to all employees. We are committed to building an inclusive team from a variety of different backgrounds, perspectives, and skills.

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