Document Controller, Galway

Document Controller– Job Description

The Document Controller is responsible for managing, coordinating, and maintaining all project documentation to ensure accuracy, accessibility, and compliance with project and regulatory requirements. The role supports the site team, design team, and stakeholders by ensuring all drawings, records, and submissions are current, properly controlled, and easily accessible.

Key Responsibilities 1. Document&Drawing Control

Maintain and manage all project documentation in line with company and project standards

Ensure all drawings:

Follow project naming conventions

Are issued in correct formats (DWG and PDF)

Are to the correct scale and orientation

Maintain and update drawing registers with each revision, including:

Drawing title and number

Revision status and clouded changes

Dimensions, text, and annotations

Ensure all information is current, coordinated, and easily accessible

2. System Management&Training

Provide system access to all required project users

Deliver initial system training and weekly refresher sessions (first 6 weeks of project)

Support users with:

Batch downloading and printing

Mark‑ups and search functions

Drawing upload notifications and access

3. BCAR Compliance

Prepare, organize, and submit all BCAR documentation to the Building Control Authority

Ensure submissions are completed within required timelines

Coordinate with Assigned Certifier, subcontractors, and design team to ensure accuracy and compliance

Maintain a centralized BCAR document repository

Track submissions using the Project Information Plan (PIP)

4. O&M Manual Coordination

Compile, review, and finalize Operation&Maintenance (O&M) manuals for project handover

Ensure standardization using company templates (e.g., Hometo)

Coordinate with subcontractors and suppliers to gather required documentation

Ensure timely submission to clients post-completion

Maintain accessible and downloadable records

5. Design Coordination Support Assist in the preparation and management of:

Design Change Tracker (Change Control)

Design RFI Tracker

Planning Condition Tracker

Building Warranty Tracker

Building Control Tracker

Design Fee Schedule

Design Team Meeting Minutes

Design Review Reports

6. Goods Received Notes (GRN) Administration

Assist with recording GRNs within SAP / COINS / ERP systems

Work closely with Site Team, Quantity Surveyor, and Accounts to ensure timely processing

Professional Responsibilities

Work independently while recognising when escalation to BIM/Design Manager is required

Maintain regular communication with clients, consultants, and stakeholders

Demonstrate initiative, accountability, and a proactive approach

Resolve issues using a structured Action–Responsibility–Close–Out methodology

Maintain high standards of accuracy and attention to detail

Qualifications&Experience

BTEC in Building Studies, Building Engineering, or Building Management

or

HNC / HND / Degree in Construction Management, Architecture, or related discipline

Minimum 1 year experience in construction project support or document control

Skills&Competencies

Highly organized with a methodical approach

Strong document and information management skills

Excellent communication and interpersonal abilities

Strong numerical and problem‑solving skills

Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)

Familiarity with document management systems and ERP platforms

Ability to manage multiple priorities in a fast‑paced environment

Self‑motivated, proactive, and reliable

Strong attention to detail and accuracy

Collaborative team player with a results‑driven mindset

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