Document Controller
The Role
We are seeking an experienced Document Controller to manage and maintain accurate digital and physical project documentation in line with internal procedures and regulatory standards. You will work closely with project teams, subcontractors, and clients to ensure all controlled documents are created, reviewed, distributed, stored, and archived correctly.
This role plays a key part in supporting quality assurance processes and will contribute significantly to the organisations transition from paper-based systems to fully digital document management methods.
Key Tasks, Duties and Accountabilities
Records Management
Maintain and update the Master Document Register (General Index) and other key registers.
Ensure all physical and electronic documentation is archived accurately, easily retrievable, and fully traceable in line with internal, client, and regulatory requirements.
Oversee document lifecycle processes including version control, status tracking, and archiving.
Support the creation, standardisation, and implementation of document control procedures.
Carry out periodic reviews of document control systems to ensure compliance and continuous improvement.
Document Review, Development and Distribution
Assist with drafting, formatting, and publishing controlled documents in accordance with company standards.
Develop and maintain document templates, ensuring consistency with corporate branding and style guidelines.
Coordinate timely distribution and communication of updated documents to relevant stakeholders.
Quality Assurance
Work with the Quality team to compile and organise Quality Assurance documentation, including Inspection and Test Plans (ITPs), Check Sheets, and Operation & Maintenance (O&M) Manuals.
Digital Tools and System Support
Support the rollout and administration of digital document systems such as Workspace, e-signature tools, forms platforms, and other document management software.
Promote digitalisation initiatives to enhance efficiency and accessibility.
Assist in configuring document workflows and automated approval routes across digital platforms.
Data Integrity, Security and Compliance
Ensure confidentiality, integrity, and security of documentation by applying appropriate access controls and permissions.
Support internal and external audits by providing accurate and complete document control data.
Training, Awareness and User Support
Act as the central point of contact for document control and system-related queries.
Provide training, guidance, and ongoing support to staff on document control processes and systems.
Raise awareness of document control policies, best practices, and digital tools across the business.
Produce user guides and deliver refresher sessions to help improve consistency and reduce errors.
Communication
Facilitate collaboration between teams, ensuring document requirements are understood and updates are clearly communicated.
Liaise with project teams, site staff, clients, subcontractors, and suppliers to ensure all documentation is submitted, reviewed, and stored correctly.
The Organisation
The employer is a well-established and consistently high-performing company with a strong pipeline of work across multiple sectors. The organisation is committed to the development and training of its staff and places strong emphasis on quality, safety, customer satisfaction, and professionalism. This role offers the opportunity to join a growing team and contribute to key business improvements.
Skills, Experience and Qualifications
Essential Skills and Experience
Previous Document Control experience within a civil engineering or construction environment
Proficiency in Microsoft Office
Excellent attention to detail with strong organisational skills
Confident communicator with the ability to work collaboratively across teams
Safety Details
Attendance at a site induction is required.
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