Interior Project Documentation Controller

Interior Project Documentation Controller

**Company Background**:
Our company is a reputable manufacturer specializing in high-quality, custom-designed

furniture and a trusted contractor for finely finished joinery and interior fittings.

Roles & Responsibilities

**Job Description**:
An Interior Project Documentation Controller is responsible for managing, organizing, and overseeing all documentation related to an interior design or construction project. This role ensures that all documents are properly maintained, updated, and easily accessible, supporting the smooth flow of the project and facilitating effective communication among stakeholders. Below are the main duties for this role:

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**Key Duties and Responsibilities of an Interior Project Documentation Controller**:
**1. Document Management and Organization**:

- Maintain and organize all project-related documents, including contracts, drawings, specifications, correspondence, reports, and meeting minutes.
- Create and implement filing systems, both digital and physical, ensuring documents are easily accessible and compliant with company and project standards.
- Ensure proper version control of all documents, tracking revisions and updates.
- Organize the storage of completed and archived documents for future reference or legal purposes.

**2. Document Control and Distribution**:

- Ensure that all stakeholders (designers, contractors, clients, etc.) have access to the most up-to-date documents.
- Distribute project documentation to relevant parties in a timely manner (e.g., updated designs, change orders, RFIs).
- Keep track of the distribution of documents to ensure that no key documents are missed or lost.

**3. Coordination and Communication**:

- Coordinate between different teams (design, construction, procurement) to gather, organize, and review project documents.
- Communicate document status to project managers, designers, and clients to ensure that everyone is on the same page regarding project progress.
- Resolve any discrepancies or missing documents, liaising with contractors, vendors, and other project stakeholders as necessary.

**4. Tracking and Reporting**:

- Monitor the status of all project documentation, including approvals, revisions, and deadlines.
- Prepare and submit regular reports on document status and progress to senior management and clients.
- Maintain a log or database of all documents, tracking when they were received, reviewed, and approved.

**5. Change Management**:

- Track and document any changes in the project scope, timelines, or design, ensuring that all modifications are well-documented and signed off by relevant parties.
- Update project documents (drawings, schedules, contracts) as changes occur and distribute them to all relevant stakeholders.
- Manage and file change orders, ensuring that they are properly authorized and accounted for in project documentation.

**6. Risk and Issue Management**:

- Identify and escalate any document-related issues that could affect project progress or compliance.
- Ensure that all documentation is properly tracked and archived for risk management purposes in case of disputes or audits.
- Support the project team in addressing and resolving documentation-related issues quickly.

**7. Document Control Software**:

- Utilize document management systems (e.g., Aconex, etc.) to streamline document control processes.
- Ensure that all project documentation is stored in the appropriate platform or database for easy access and collaboration.
- Assist with training team members on how to use document control software and systems effectively.

**8. Coordination of Project Handover**:

- Ensure all final project documentation is complete and organized for handover to the client or facility management team.
- Assist in preparing final documentation packages, including warranties, maintenance manuals, and as-built drawings.
- Facilitate the final review of documentation before the project is officially closed.

**9. Documentation Audits and Quality Control**:

- Conduct periodic audits to ensure that all documentation is up-to-date, accurate, and in compliance with company standards and regulatory requirements.
- Implement quality control measures to ensure that all documents meet the necessary standards and are correctly formatted.
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**Key Skills & Qualifications**:

- Strong organizational and administrative skills
- Proficiency in document management software (e.g., Aconex, Procore, SharePoint, or similar systems)
- Knowledge of construction and interior design terminology and documents (e.g., drawings, specifications, RFIs)
- Ability to manage multiple tasks and prioritize documentation workflows
- Attention to detail and excellent accuracy in document handling
- Strong communication skills for coordinating with project teams, contractors, and clients
- Under