Job Description

Document Controller 

Job title

Document Controller

Brief Description

To maintain the accuracy of maintenance records for the GTR depots contract and support the contract reporting process.

Reports to

Helpdesk Manager

Direct reports

None

Location

St Albans

Role Description

• File documents in physical and digital records and ensure appropriate storage.
• Check all documentation on the job file for accuracy and completeness prior to saving to Digital logbooks in AssetPro in correct format.
• Review Operative worksheets for updated assets and update the Asset Register on AssetPro accordingly ensuring all information is correctly captured. 
• Review and maintain the accuracy of the records, editing where necessary to ensure they are up-to-date.
• Identify remedial work arising from routine maintenance activities.
• Manage the processes around documentation within the organisation.
• Maintain confidentiality around sensitive documentation
• Assist in the preparation of the monthly contract report and ad-hoc reports.
• Manage requests for documentation.
• Train employees on how to use and access the documents.
• Communicate and collaborate with Helpdesk Operators, Operatives and sub-contractors working on the GTR depots contract.
• Follow company processes and procedures.
• Meet all KPIs measured on a periodic basis.

Qualifications

Recognised qualification (desirable)

Seniority level

Minimum 5 years' experience

Experience / knowledge

• Proven experience in a Document Controller role.
• Proven experience in the facilities management sector.
• An understanding of depot assets.
• Proficient in the use of standard MS Office packages.
• Proficient in the use of AssetPro.

Skills / Attributes

Mandatory

• Ability to work to deadlines
• Collaborative/team player
• High attention to detail

• Self-motivated
• Well-developed organisational skills

Preferable

• Experience of the Rail industry.

Skills Required

• Communication Skills
• MS Office
• admin