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.
Kinetic plc is a Recruitment Consultancy with over 40 years' experience delivering staffing solutions to the engineering, manufacturing and technical industries.
Kinetic plc treats all applications confidentially and we review all submissions.
Those that do not meet the specification may not be contacted but their CV retained to be considered against future opportunities.
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