Document Controller

About Tate

Tate operates as an independent brand within the Kingspan Group, a global PLC, and is widely recognised for over six decades as a leader in the development and manufacture of data centre infrastructure solutions and commercial office raised access floors. With an expanding global presence through 12 manufacturing sites across the US, Europe, and Australia, Tate focuses on innovation, quality manufacturing, and sustainability aligned with its Planet Passionate strategy aimed at achieving net zero emissions and prioritising wellbeing.

Role Overview

The Document Controller role involves managing the control, organisation, and proper distribution of project documents in adherence to ISO standards, client requirements, and company procedures. This permanent position in Dublin requires diligent attention to detail and excellent organisational capacity to maintain a structured document management system, supporting major international projects and enhancing best practices within Tate.

Key Responsibilities

• Oversee management and maintenance of all project documentation ensuring compliance with ISO standards and Tate's quality procedures.
• Maintain accurate document review, approval, issuance, version control, and traceability records.
• Monitor document statuses, update progress reports, and track outstanding approvals.
• Serve as the primary contact for internal and external project documentation queries.
• Coordinate with project managers to align documentation timelines with project schedules and critical deadlines.
• Identify and enforce compliance with document control standards, addressing any deviations.
• Highlight risks associated with missing or delayed documents that could impact project delivery.
• Lead internal audits on document control and assist during external ISO audits to ensure uninterrupted compliance.
• Champion departmental change control processes and drive improvements.
• Support root cause analysis for document discrepancies and implement corrective/preventative measures.
• Keep meticulous records of all correspondence, contracts, drawings, specifications, and related materials.
• Collaborate with customers and suppliers to fulfill documentation requirements including certification, technical data, and change notifications.
• Generate reports covering documentation status, stock availability, and production metrics.
• Promote continuous process enhancements to standardise documentation management, increase efficiency, and minimize errors.

Strategic and Process Duties

• Assist in long-term document management planning and forecasting.
• Monitor and report on key performance indicators such as document approval times, accuracy, and audit results.
• Engage proactively with suppliers and customers to uphold documentation quality standards.
• Support initiatives improving document workflow through new planning methodologies and tools.
• Participate in analysing customer complaints related to documentation and help establish related performance targets.

Integrated Management System (IMS) Responsibilities

• Comply with company-wide policies including Employee Handbook, Code of Conduct, Compliance Policy, IMS Policy, and other applicable procedures.
• Understand personal contributions towards the effectiveness of the IMS encompassing Quality, Health & Safety, Environmental, and Product Compliance standards.
• Report hazards, incidents, quality issues, compliance violations promptly.
• Engage in mandatory training sessions, audits, and continuous improvement projects.

Qualifications and Experience

• Preferred degree in Business, Quality Management, or related field.
• Demonstrated experience in document control, project coordination, or administration, ideally within manufacturing, engineering, or construction sectors.
• Familiar with ISO 9001, 14001, and 45001 quality management standards and documentation protocols.

Skills

• Proficient in SAP or comparable ERP platforms, Microsoft Excel, and Asana or similar project management software.
• Experience using SharePoint, Aconex, Autodesk Construction Cloud, Procore, or equivalent electronic document management systems.
• Exceptional organisational skills including record keeping and document version control.
• Strong written and verbal communication skills facilitating effective interaction with diverse teams and external partners.
• Highly motivated with keen attention to detail and ability to prioritise multiple tasks successfully.
• Knowledge of Power BI and data analysis techniques is advantageous.

Diversity and Inclusion

Tate is committed to equal opportunity employment and encourages applications from candidates with diverse experiences and backgrounds. Join our team to contribute meaningful work that supports innovative solutions.