Overview
My client is seeking a highly organised and detail‑oriented Document Controller to join a growing team in Gateshead. This is an excellent opportunity to become part of a successful HVAC and building services business, supporting the management and control of company documentation across projects, Planned Preventative Maintenance (PPM) contracts, and compliance frameworks. The successful candidate will play a key role in ensuring company documentation, certifications, and compliance records remain accurate, up to date, and readily available to support business operations, audits, accreditations, and client requirements.
Location: Gateshead (Hybrid opportunities available). Hours: Monday to Friday, 07:30am – 4:30pm. Pay Rate: £13.22 per hour.
Key Responsibilities
Document Control & Records Management
- Control, maintain, and update company documentation, ensuring only the latest approved versions are in circulation.
- Complete project‑related forms and reports.
- Manage daily job administration and reporting activities.
- Maintain structured digital and physical filing systems for policies, procedures, project documentation, and compliance records.
- Implement and manage document version control, approval workflows, and document registers.
- Ensure documentation is stored, issued, and archived in accordance with company procedures and audit requirements.
ISO Compliance Support
- Assist in maintaining ISO management systems, including ISO 9001, ISO 14001, and ISO 45001 where applicable.
- Support internal and external audits by preparing documentation, records, and evidence.
- Track corrective actions, document updates, and procedural changes following audits.
- Assist with continuous improvement initiatives by ensuring documentation remains current and compliant.
SafeContractor & Constructionline Administration
- Manage and maintain SafeContractor and Constructionline accreditations.
- Upload, update, and review required documentation, including policies, procedures, insurance certificates, training records, and risk assessments.
- Monitor renewal dates and ensure submissions are completed accurately and on time.
- Liaise with internal teams to gather evidence required for accreditations and audits.
Health, Safety & Compliance Documentation
- Assist with the management of Risk Assessments and Method Statements (RAMS) and other health and safety documentation.
- Ensure relevant documentation is distributed to clients, engineers, and subcontractors as required.
- Maintain records of certifications, insurance policies, and compliance‑related documentation.
Coordination & Communication
- Act as the central point of contact for document‑related enquiries.
- Purchase materials and consumables and raise purchase orders through Joblogic.
- Liaise with project managers, engineers, HR, and senior management to collect, review, and distribute documentation.
- Support the completion of Pre‑Qualification Questionnaires (PQQs), tender submissions, and client compliance packs.
Systems & Continuous Improvement
- Support document control processes within company systems such as Joblogic, SharePoint, and other document management platforms.
- Identify opportunities to improve document control and compliance procedures.
- Assist with compliance‑related projects as the business continues to grow.
Person Specification
Essential Skills & Experience
- Previous experience in document control, administration, or compliance support.
- Excellent organisational skills and attention to detail.
- Strong written communication skills.
- Ability to manage multiple deadlines, documents, and audit requirements simultaneously.
- Professional, reliable, and able to maintain confidentiality.
Desirable Skills & Experience
- Experience within the HVAC, construction, engineering, or building services sectors.
- Familiarity with ISO standards (9001, 14001, and 45001).
- Experience managing SafeContractor and/or Constructionline accreditations.
- Knowledge of health and safety and compliance documentation.
Personal Attributes
- Methodical and process‑driven approach.
- Proactive and dependable.
- Comfortable working to audit and compliance deadlines.
- Strong team player with the ability to collaborate across departments.
