Document Controller

We are seeking a highly organized and detail-oriented Document Controller for an important project in Geneva. This role is critical in ensuring that all project documentation follows established naming conventions, is updated in a timely manner, and remains accessible to relevant stakeholders. The Document Controller will oversee document compliance, distribution, archiving, and close coordination with the Client’s document management team.

Key Responsibilities:

Document Control and Compliance:

• Ensure that all documents (drawings, specifications, reports, etc.) are created, named, stored, and managed in accordance with the naming conventions, filing systems, and standards outlined in the contract.
• Verify that all documents from subcontractors, suppliers, and project participants comply with agreed procedures before logging them into the project’s document management system (e.g., DALUX, PMWeb, Docuware, BIM360).
• Maintain compliance with ISO 9001 and any other relevant standards, ensuring document accuracy and traceability.

Distribution of Documents:

• Distribute documents promptly to relevant team members or external stakeholders while ensuring that the latest versions are always available and accessible.
• Track document revisions and ensure that updated documents are uploaded without delay to the project platforms and are retrievable for the correct project participants.
• Maintain a revision history for each document, ensuring the most up-to-date information is always in use.

Archiving and Security:

• Maintain a secure and organized archive of all project-related documentation, ensuring ease of retrieval for internal and external audits.
• Protect sensitive project documents and ensure that access is restricted to authorized personnel only.
• Ensure proper document version control, ensuring older versions are archived and only the latest approved documents are in use.

Coordination with BIM and Design Teams:

• Work closely with the BIM Coordinator and design teams to ensure all design models and project documents (including 3D models) are aligned with the project's standards and procedures.
• Monitor the integration of document management with the BIM environment, ensuring that the latest design changes are reflected in the project documentation.

Collaboration and Communication:

• Coordinate closely with the Client’s document management team to ensure seamless communication and document flow between the Contractor and the Client.
• Foster strong interpersonal relationships with all project participants, particularly in resolving document-related issues and ensuring clear, timely communication.
• Conduct regular checks and audits to verify that all team members are following proper document control procedures.

Skills and Qualifications:

• Proven experience as a Document Controller or similar role in large-scale construction projects.
• Familiarity with document management platforms such as DALUX, PMWeb, Docuware, BIM360.
• Strong understanding of document control practices, ISO 9001, and related standards.
• Excellent organizational skills and attention to detail.
• English language is a must, Italian and French is a plus.
• Strong communication and interpersonal skills, especially in collaborating with the Client’s document controller.
• Ability to manage high volumes of documentation with a focus on accuracy and timeliness.
• Knowledge of BIM processes and experience in working with design teams is a plus.
• Proficiency in Microsoft Office and other project management tools.