Document Controller

We’re looking for an experienced and enthusiastic Document Controller to join our growing team in our Mumbai office.

This role is central to supporting our global project teams with robust document management practices, ensuring successful and coordinated project delivery. This role will oversee a Bengaluru based Document Control delivery group, provide guidance and support to Engineering Teams, Project Management teams, external collaborators, contractors and clients when needed.

Here at Buro Happold, expect the exceptional.

From the projects you will work on to the clients we work with. From career-defining opportunities to an inclusive and diverse practice where we all contribute to a more equitable world. From our reputation to our relationships. Wherever your Buro Happold career takes you, it’ll be anything but ordinary.

Your next role

• Development and day-to-day leadership of a growing Document Control delivery group: Working on projects for the UK based Projects team under supervision of Document Control & Information Management team leaders.
• Day-to-day Distribution, Storage, and Retrieval of Drawings and Documents: Managing the flow of documents within the organization, ensuring timely distribution, secure storage, and efficient retrieval.
• Advising on Document Numbering Systems: Providing guidance on establishing effective document numbering systems to maintain consistency and ease of reference.
• Project-Level Implementation of Document Numbering Systems, Revisions, and Status Protocols: Implementing and maintaining document control processes specific to each project, including version control and status tracking.
• Common Data Environment (CDE) management and oversight: Management and control of project CDEs including Autodesk Construction Cloud, setting up and day-to-day maintenance of project CDE’s for both internal projects and multi-stakeholder/client facing projects.
• Project-Level Implementation and management of Master and Task Information Delivery Plans: Liaising with client and delivery teams to ensure MIDP/TIDP template is kept up to date and the correct information is inputted, managing the quality of the data and preparing, checking and issuing the MIDPs at appropriate milestones.
• Co-Authoring and Maintaining Agreed Internal and External Distribution Lists / Workflow Groups: Collaborating with relevant stakeholders to create and manage distribution lists for documents and drawings within the CDE sites.
• Quality Assurance & Control (QA/QC) Checks on Documents and Drawings: Ensuring the accuracy, completeness, and compliance of documents through systematic reviews.
• Checking Against Drawings/Documents Listed in the MIDP/TIDP: Verifying that issued documents align with the project’s requirements and are correctly recorded.
• Establishing, Governing, and Auditing Issuing and Transmitting of Files: Overseeing the process of distributing files and maintaining audit trails.
• Receiving Notifications, Incoming Emails, Downloading, and Communicating External Documentation: Managing external documents received through agreed channels. Ensuring timely access to project-related files.
• Providing In-House Awareness Training on Common Data Environment (CDE) Sites: Assisting team members with navigating and using platforms like Conject, 4Projects, Aconex, and Asite.
• Identifying Documents/Drawings Requiring Comments and Notifying Teams: Monitoring comment deadlines and facilitating collaboration, and effective comment responses across the project team.
• Downloading Requests for Information (RFIs), Early Warning Notices (EWNs), and Responses: Distributing relevant information to project teams.
• Creating Tracking Reports for RFIs, Comments, etc.: Generating reports to monitor project progress.
• Conducting Full Project Documentation Audits: Ensuring comprehensive documentation control when joining established projects.
• Participating in Project Team Meetings and Briefings: Collaborating with clients and colleagues to stay informed and aligned

Your skills and experience

• Bachelor’s degree in a relevant field.
• Minimum 3 - 5 years of document control experience in engineering and construction.
• Experience working on international projects.
• Fluent in English, with strong communication skills across time zones.
• Collaboration Tools: Electronic Document Management System (EDMS), Proven experience with EDMS is crucial. This involves managing, organizing, and tracking documents electronically using extranet collaboration tools, particularly, Autodesk Construction Cloud, as well as Conject, 4Projects, Asite, or Aconex.
• Design and Construction Documentation: Familiarity with handling design and construction documents is essential. Understanding the context and specifics of these documents is valuable.
• Metadata Awareness: Being familiar with metadata concepts is important. Metadata helps categorize and organize documents effectively.
• Attention to Detail: Exceptional attention to detail is a must. Document controllers need to ensure accuracy and consistency in managing documents.
• Document Control Processes and Systems: Knowledge of document control processes and systems within projects is necessary. This includes understanding approval workflows and version control.
• Document Management Systems (DMS): Microsoft Office: Advanced skills in Microsoft Office, especially Excel, are valuable. SharePoint: Proficiency in SharePoint, a web-based collaboration platform, is crucial for managing, storing, and collaborating on documents1.
• Records Management: Understanding records management practices ensures proper document retention and compliance.
• Communication Skills: Proficient English language communication, especially when interacting with senior staff members across international borders and time-zones is essential.
• Organizational Skills: Being organized and planning ahead to meet deadlines are critical for effective document control.
• Multi-Project Management: Ability to work across multiple projects and prioritize tasks appropriately.
• Proactive Attitude: A proactive and approachable attitude when dealing with internal and external stakeholders is valuable.
• Independence and Initiative: Demonstrating initiative and working independently contribute to successful document control.
• Continuous Improvement: Enthusiasm for delivering excellent performance and identifying areas for process improvement.

What we offer you

Bring your knowledge and expertise to one of the world’s most respected consultancies.

• Competitive salary and benefits package including Annual Discretionary Bonus, Comprehensive Health Insurance Scheme for both you and your family, Group Personal Accident Cover
• Our 5-day workweek policy supports work-life balance, ensuring you have time to relax and recharge.
• A strong commitment to your continuous development. Whatever stage in your career, we have a learning and development programme that will enable and empower you
• Benefit from our Employee Referral Bonus, rewarding you for bringing talented candidates into our fold
• A commitment to your wellbeing through a comprehensive Employee Assistance Programme (EAP) and wellness initiatives designed to support your mental and physical health
• Back to Work Program for Women - Swam Siddha - We're committed to empowering women, facilitating seamless re-entry into the workforce through our dedicated program
• Engage with our vibrant community through the Young Employees Forum, Diversity and Inclusion Forum, and BH Women's Network, fostering a supportive and diverse workplace culture
• Make a difference in the world with our Share Our Skills (SOS) program, offering opportunities to support local communities and those in need globally.
• An International Culture that wherever your career takes you at Buro Happold, you won’t be far from the exceptional.

Join us to find out what you’re really capable of.

#LI-SS1 #LI-Onsite

A place for everyone

Buro Happold values an individual's flexible approaches to working patterns as an important part of the way you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers.

Our exceptional portfolio of projects is the result of the diversity of thought, identities, backgrounds, and experiences that shape us. Appreciating each other’s differences is key, we want employees to feel they don’t have to mask elements of their identity to thrive.

We are working to change the lack of representation of marginalised groups in the built environment and are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing differences allows us to develop the most innovative and elegant solutions.

Please let us know if there are any adjustments, we could make to the application process to make it easier and more comfortable for you. Contact IndiaHR@burohappold.com so we can work with you to support you throughout your application.