Document Controller

Joining Arup

Arup’s purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world.

We are a global collective dedicated to sustainable development. We operate in more than 90 offices in over 38 countries, over 18,000 planners, designers, engineers and consultants deliver innovative projects across the world with creativity and passion. As a global practice of over 300 architects at the heart of Arup, we harness imagination, technical rigour and deep experience, to create innovative and remarkable outcomes for our clients. We believe in designing buildings and environments that are purposeful, simple, efficient and beautiful. These four priorities help us to shape all kinds of buildings, from stadiums to bridges to metro stations or places of work. Our team enjoys unparalleled access to Arup’s world-class specialists together with cutting edge hardware and software which together allow us to take on the most challenging projects for our clients.

Watch this short clip to discover how Arup are shaping a better world and how you could be a part of it!

The Opportunity:

This is an exciting opportunity to work with delivery teams supporting major projects in India and the Middle East. In this role you will be responsible for supporting a team of Project & Commercial Managers in planning and managing projects of different scales.

To succeed at this, you’ll need to be detail oriented, a strong collaborator, and able to handle a fast-paced work environment. You will also contribute to the establishment and refinement of work quality, cultural initiatives and best practices to drive results as a team.

During your career at Arup, you will have the chance to work with some of the world's most highly respected engineers and specialists. You will also get the opportunity to work on exciting and significant projects, delivering quality work that has a positive and lasting influence on the community and the environment.

The successful candidate will be based in our Bangalore/Gurugram office supporting India and global teams.

Responsibilities would include but are not limited to

1. Culture and Collaboration

• Driving an inclusive culture to promote equity, welcome different perspectives, and fostering a sense of belonging.
• Self-starter with the ability to coordinate changing priorities.
• Ability to anticipate management, stakeholder and client needs and address them proactively.
• excellent interpersonal skills and the ability to build and maintain relationships.

2. Project Onboarding, Administration and Closeouts

• Supporting the tender and delivery teams with tender submissions and project pursuits in India, Middle East and associated Focus Markets.
• Managing the internal process of collecting, reviewing & collating bid / project related information and subsequent changes to facilitate effective document control.
• Working with the project manager to establish document control structures, project budget tracking, naming conventions and document filing and folder structures in line with established Work Breakdown structures and client requirements.
• Leading creation of lessons learnt in consultation with various stakeholders on the project.
• Uploading project deliverables and downloading client data from client’s data exchange portals.

3. Document Control & Project Management

• Acting as a trusted resource supporting teams and projects in overall programme management.
• Coordinating with cross-functional, multi-disciplinary teams to compile and facilitate effective document control requirements gathering and procedures.
• Recording and distributing documents in accordance with project procedures and AMS requirements.
• Establishing and maintaining a systematic and organised document control system.
• Managing the creation, review, revision, approval, distribution and archiving of documents according to project requirements.
• Maintaining accurate records of incoming and outgoing documentation.
• Ensuring that all documents are accurately labelled, categorised and stored according to established protocols
• Uploading and downloading incoming and outgoing correspondence from Extranet Sites.
• Verifying and checking documentation prior to issue.
• Distributing documents to relevant stakeholders, ensuring timely and secure delivery.
• Maintaining a tracking system to monitor document circulation, receipt and proper identification of versions and revision history.
• Ensuring that historical documents are properly stored and accessible when needed.
• Performing routine audits and checks to verify documents accuracy, consistency and completeness.
• Addressing any discrepancies or issues that arise during document review processes.
• Managing superseded documentation in accordance with project requirements (linked to client requirements).
• Attending project start up and close out meetings where applicable.
• Communicating regularly with stakeholders to understand changes to programme/deliverables.
• Communicating document status, changes, and updates to relevant stakeholders as needed.
• Coordinating with client’s counterpart document controller.

4. Compliance, Quality and Internal Arup Processes Champion

• Supporting teams in navigating internal Arup standards, client requirements, and programme management best practices.
• Leading the implementation of Design Quality Management on projects in relation to document control, including but not limited to supporting preparation of management plans, training teams for audits, collecting evidence for audits, supporting compilation of audit reports and non-compliance validation assessment processes.
• Ability to support rollout of key global and local initiatives within Arup (i.e., global software or process rollouts, etc.) as a project or regional champion

If this role right for you?

Demonstratable evidence of.

• Degree or diploma in relevant field and / or equivalent combination of education and demonstrated experience
• Minimum (5+) years of relevant experience working in document control, records management, or a related role in the construction industry
• Minimum 5+ years of experience with at least one of the current document controls software suite such as ACONEX (Oracle’s electronic document management system), Procore, Autodesk Construction Cloud (ACC), etc., and overall proficiency / ability to upskill with other document management systems and tools preferred
• Excellent communication skills, both written and verbal
• Knowledge of project documentation and delivery methods
• Ability to work collaboratively and adapt in a dynamic work environment
• Expert knowledge of MS Office Suite and other standard applications/software programs and databases.

Essential skills, knowledge and behaviours.

• Track record in supporting successful delivery of projects across different phases (inception to closeout)
• Self-starter with the ability to coordinate changing priorities.
• Ability to anticipate management/client needs and address them proactively.
• Excellent interpersonal skills and the ability to build and maintain relationships.
• Pays attention to detail and is a champion for accuracy and quality; and
• Ability to handle confidential assignments with tact and diplomacy.
• Comfortable working in a matrix management organisation.
• Excellent written and oral presentation skills.

What we offer you

At Arup, we care about each member’s success, so we can grow together.

Guided by our values, we provide an attractive total reward package that recognises the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.

We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.

We also provide Private medical insurance, Life assurance, Accident insurance and Income protection cover. In addition, you’ll have access to flexible benefits to help you look after all aspects of your wellbeing and give you the freedom and flexibility to find the best solutions for you, your family, and your individual needs.

Different people, shared values.

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.

Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.

We are committed to making our recruitment process and workplaces accessible to all candidates. We will do everything we can to support you.

What happens next?

To understand what to expect next, please visit https://www.arup.com/careers/recruitment-process/

If this could be the next step in your journey, please apply online. All applications will be considered, and we will try our very best to respond to you within 72 hours of receiving your application.

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