Senior document controller

Role: Senior Document Controller

Location: Hertfordshire

Overview

An excellent opportunity has arisen for an experienced Senior Document Controller to join a leading Tier 1 construction contractor delivering major healthcare projects within the Northern Home Counties region.

The successful candidate will initially support the setup, management and coordination of document control activities across two large-scale projects before transitioning to a primary focus on one major scheme. This role requires a highly organised individual with extensive experience managing Common Data Environments (CDEs), document workflows, and project information management processes on complex construction projects. Experience of both Viewpoint 4P and Aconex is essential.

Key Responsibilities

Document Control & Information Management

• Establish, manage and maintain project document control systems in line with project and client requirements.
• Quality check document naming conventions prior to upload into the Common Data Environment (CDE).
• Coordinate all activities related to document control procedures, including technical documentation, drawings and commercial correspondence.
• Organise, manage and maintain project documentation in accordance with project and corporate numbering and naming conventions.
• Issue and receive controlled documentation, maintain document registers and track project deliverables.
• Produce electronic transmittals for project teams, clients, consultants and suppliers.
• Maintain accurate document registers, action trackers and distribution lists.
• Archive, retrieve and store documentation in accordance with company procedures and project requirements.
• Ensure all information complies with specified formats, templates and document control standards.
• Undertake regular quality checks and audits of document databases, identifying and correcting anomalies where required.

Stakeholder Coordination

• Liaise with design consultants regarding CDE workflow issues and document management processes.
• Support consultants and subcontractors with training and guidance on document control systems.
• Work closely with the Design Lead to ensure the efficient operation of document management processes.
• Act as the primary point of contact for document management matters across the project team.
• Communicate document control issues and risks effectively to relevant stakeholders.
• Assist with coordination of document management policies, protocols and best practice across the project.

Project Close-Out & Handover

• Support the collection and management of as-built documentation from subcontractors.
• Assist in the compilation and coordination of Operation & Maintenance (O&M) manuals.
• Track engineering and supplier deliverables through to project completion and handover.
• Maintain hard copy document masters, project libraries and archive records.

Administrative Support

• Carry out routine document management activities including document release, publishing, technical query handling, filing, scanning and copying.
• Liaise with external reprographics providers when required.
• Attend live construction sites to undertake progress photography and maintain photographic records.
• Produce regular progress and document control reports.
• Ensure project teams comply with document control and numbering procedures.

Candidate Requirements

Essential Experience

• Proven experience within a main contractor environment.
• Strong experience establishing and managing document control systems from project inception.
• Advanced working knowledge of Viewpoint 4P and Aconex.
• Experience managing multiple project allocations and competing priorities.

Skills & Competencies

• Excellent organisational and workload management skills.
• Strong attention to detail and commitment to document accuracy.
• Ability to maintain clear and accurate records, registers and reports.
• Proficient in Microsoft Office applications including Word, Excel and Outlook.
• Experience using electronic document management systems and Common Data Environments.
• Strong communication and stakeholder management skills.
• Ability to work independently and as part of a wider project team.
• Fast and accurate data entry skills with the ability to retrieve and manage large volumes of information efficiently.

What's on Offer

• Opportunity to work on major, high-profile healthcare construction projects.
• Long-term career development within a leading Tier 1 contractor environment.
• Collaborative and professional project team.
• Competitive salary package.
• Flexible working arrangements with occasional remote working available.