Document & Project Controller
Location: Plymouth
About the role
We have an opportunity for a Document & Project Controller to play a key role in delivering high-quality projects. You will join our MEP and Built Environment team based in our Plymouth office supporting Government and Defence projects nationwide.
As a Document & Project Controls Officer you will support project teams across the Southwest Region by managing the flow, accuracy and quality of project information while helping ensure projects are delivered on time, within scope and to budget. Working alongside experienced engineers, Project Leaders and the Project Controls Manager (PCM), you will coordinate document control activities, maintain project registers and archives, and provide project controls support across scheduling, cost, risk and change control.
Responsibilities
Document control and information management
* Day‑to‑day distribution, storage and retrieval of electronic drawings and documents.
* Maintain drawing registers, electronic drawing files and other document registers.
* Monitor project external websites, upload and download drawings/reports and distribute to the team.
* Electronic issue and filing of drawings and documents; convert incoming/outgoing files to commonly used formats as required.
* Perform QA reviews of documents prior to upload to ensure clarity, consistency and quality.
* Pre‑archive and archive project documents in line with project/process requirements.
* Coordinate information exchange between external collaborators and our engineers, ensuring information is presented clearly and consistently.
Project controls and delivery support
* Support Project Leaders and the PCM in planning, executing, controlling and closing projects to meet agreed objectives.
* Assist in management of project budgets and costs, helping to maintain financial control and cost efficiency.
* Support schedule management: maintain and monitor project schedules, track milestones and raise/assist with addressing delays.
* Contribute to risk management: identify potential risks and support the development and tracking of mitigation actions.
* Support the change control process by tracking, documenting and communicating changes and ensuring they are implemented across the team.
* Monitor project performance and provide accurate, timely reports and visibility on key metrics to Project Leaders/PCM.
* Support project kick‑off and lessons‑learned workshops to help establish clear plans and capture improvements.
* Ensure compliance with internal governance and Hoare Lea’s Integrated Management System (IMS).
* Help embed Project Excellence principles and support continuous improvement of tools, processes and techniques.
* Provide general administrative support to project teams as required.
* Carry out Project Security Audits and Clearance checks.
Qualifications
* GCSE Grade C (or above) in English, Maths, Physics or similar numerate/science subject.
* Experience in project controls or a related role (preferably in engineering, construction or consultancy) with understanding of scheduling, risk management and financial tracking.
* Proficient with MS Office (Word, Excel); familiarity with file sharing platforms including Asite and Egress, also Microsoft Project and AutoCAD desirable.
* Highly organised with a keen eye for detail and strong problem‑solving skills.
* Excellent communicator, confident engaging with stakeholders at all levels and working as part of a team.
* Able to work autonomously on tasks while supporting senior staff on larger projects.
* Flexible and committed to continuous learning.
Security Clearance
The person must hold, or be willing and eligible to obtain, UK Government Security Clearance (SC) or higher and ensure all work is delivered in compliance with Government Security Classifications (GSC), Defence standards, cyber‑security requirements, and data‑handling protocols.
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