About Populous

For more than 40 years Populous has had a singular focus – to draw people together around the things that they love, to be the leading design firm that specialises in places, spaces and events where people gather. Our success is defined by designing projects that are seen as the benchmark. We are committed to future innovation, anticipating and shaping the future of our industries.

Our team is made up of highly talented people with a range of skills, all integral to successfully bringing to life the places and experiences we design. As our company has grown, our expertise has expanded to encompass a wide variety of disciplines – including architecture, audiovisual consultancy, brand activation, design & build, events, food & beverage strategy, interior design, landscape architecture, urban design and wayfinding.

This varied expertise enables us to transform neighbourhoods, revitalise cities, build relationships and create buildings, places and spaces that draw people together, from the Tottenham Hotspur Stadium to The Co-op Live Arena.

As we continue to bring to life award-winning venues and experiences our EMEA Practice is looking for a Document Controller based in our Shoreditch studio.

About The Role

This role sits within our Document Control team. They play a key role in ensuring the efficient management and organisation of all project- related documents within the studio. They are responsible for maintaining accurate records, tracking revisions and facilitating document retrieval processes.

Key responsibilities include:

Document Management: Maintain an organised system for storing, cataloging project documents including:

Drawings
Specifications
Contracts
Correspondence

Version Control: Track revisions and updates of all project documents, ensuring that the most current versions are accessible to the team. Implement version control procedures to manage document changes effectively.

Distribution: Facilitate the distribution of documents to relevant stakeholders, both internally and externally, in accordance with project requirements. Coordinate with Project Managers and Design Managers to ensure timely delivery to the appropriate recipients.

Quality Control – Undertake thorough QA Checks for all documents before they are distributed, ensuring compliance with internal standards and client specifications. Ensure that any inconsistencies, errors or missing information are communicated efficiently to the internal team before they are shared with stakeholders.

Document Retrieval: Respond to requests for document retrieval promptly, ensuring that team members can access necessary information efficiently, Maintain an efficient document retrieval system, enabling quick and easy access to archived documents when needed

Communication: Coordinate closely with Project Managers, Design Managers, Architects, Engineers and Stakeholders to ensure an effective and efficient flow of information. Serve as a central point of contact on the project, both internally and externally for document and information related queries.

Ensure that documents are properly numbered, labeled and categorised in line with the project requirements and adhere to the company standards.

Recording and Logging: Receive, record and log incoming and outgoing project documents including: Drawing, specifications, contracts, correspondence

Maintain detailed records of the flow of information including timestamps, recipients and relevant notes/comments.

Preparation and Formatting: Assist in the preparation and formatting of documents ensuring that they comply with established formatting and quality standards. Review documents for consistency in layout, font, and formatting to maintain a professional appearance.

Generating Reports: Generate document reports and summaries as required, providing insights into document status, distribution, and usage. Compile data on document activities, such as distribution metrics and revision history, to facilitate informed decision-making and process improvement.

Collaboration: Collaborate with project teams and other stakeholders to address document-related issues, concerns, and requirements. Actively participate in project meetings and discussions to provide input on document management strategies and support project objectives.

Training and Support: Provide training and support to project team members on document management systems, tools, and processes. Offer guidance and assistance to team members to ensure they understand and adhere to document control procedures, promoting efficiency and accuracy in document management practices.

Key requirements include:

Strong Organisation Skills and attention to detail
Proficiency in Aconex, Asite, Viewpoint/4Projects, ACC, Newforma
Strong Excel Skills
Excellent Communication and collaboration skills
Ability to work under pressure and meet deadlines
Strong ability to Problem Solve and use initiative
Experience coordinating and processing information on the behalf of the Lead Design Consultant, including subconsultants on large scale projects.

About The Studio

Our Worship St studio is located just a short walk from Shoreditch High St Station, surrounded by well-known bars and restaurants and with excellent travel connections. Our employees enjoy a comprehensive and competitive benefits programme, as well as the opportunity to attend events at several Populous-designed venues.

Why Join the Team?

Work alongside passionate, creative individuals who lead their industry, transform ideas into reality and celebrate the beauty of human connection
Enjoy various benefits, such as hybrid working and gym membership discounts
Enjoy the opportunity to attend events at Populous-designed venues
Connect and learn at regular social and knowledge sharing events including an annual conference and a weekend abroad Christmas party

How To Apply

Populous is an equal opportunity employer. If you’re ready to utilise your skills to support our growing practice, click “Apply” to begin the application process. In your application, please include your CV and a one-page letter of motivation (cover letter), salary expectations, and availability.

Want to learn more about us?

Find us here: Populous

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Document Controller

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