What Does an Architecture Document Controller Do?
An architecture document controller is a highly organized and detailed individual that works closely with an architect and his staff to manage a project to its completion. Controllers must possess computer proficiency and an advanced understanding of the steps necessary for the completion of a building project. Controllers have varied responsibilities, and on average are compensated between $27 to $47 an hour for their work. Before you seek out this position, you will benefit from learning about some of your responsibilities, should you choose this job as a career.
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Catalog Documents
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Using computer software and scanning equipment, the architecture document controller is responsible for confidentially documenting and archiving all materials relevant to the project. Original documents will be preserved, and scanned copies will be saved to the computer. This will include everything from blueprints, permits, invoices, work orders and payroll. The controller will assign a reference number to each and create a system that allows for quick retrieval. For example, he may assign to all blueprints the code "BP," while invoices may be coded as "IV." Then the number following the prefix will be related to the chronological order or date received, as in BP-01-5/5/2011, where the first blueprint in a project was received on May 1, 2011.
Manage Workflow
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A controller must be conscious of the workflow involving projects, and must make all documents available to architects and staff, as needed. In this way, the controller is also responsible for being aware of the daily operations and progress of the project. If, for example, she sees that the project needs more employees to finish a segment that has fallen behind, she may need to retrieve payroll invoices and send them to accounting and human resources with a request for more labor. She will also be responsible for creating project status forms that detail daily or weekly project goals for specific work groups and sending them to contractors, concrete managers, roofers or finishers, so that everyone is up-to-date on expected completion dates and responsibilities.
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Deliver As Needed
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Most controllers work in an office setting, but are required to prepare and deliver documents to the site, as needed. Questions and changes may need to be addressed at the work site. The primary architect may arrive and see that a particular building design has not been met specifications. If there is a discrepancy in the plans, an original blueprint may need to be delivered to the site to verify the requirements. The controller may also accompany an architect to the site, where changes to the blueprint may be done on the spot. This new document will need to be delivered back to the office for cataloging, either as a revision or as a new document.
Creating Administrative Reports
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The controller is in many ways an administrative project manager. In addition to the tasks noted, the controller is also responsible to the head architect and must be able to prepare detailed progress reports in both written and computer-archived form for their review. All documents that are cataloged must be listed in these reports so that the project head can communicate back to the controller any specific needs. For example, if the architect has received bids for a portion of the project, she may need to go back and reference this information. The controller will have created a bids report, which the architect can retrieve on her computer. She will then be able to contact the controller and ask for any document related to a particular bid for her review.
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