Job Title: Document Controller
Location: Gateshead (Hybrid opportunities available)
Hours: Monday to Friday, 07:30am - 4:30pm
Pay Rate: £13.22 per hour
Key Responsibilities
* 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.
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