O&M Information Coordinator / Document Controller Role Overview
SDS O&M Ltd is looking for an organised and proactive O&M Information Coordinator / Document Controller to support the collection, chasing, logging and organisation of project information for operation and maintenance manuals and handover documentation.
This is a part-time, work-from-home role. The successful candidate will work closely with the company director, who will set priorities and agree the key tasks for each day and week. The role is suited to someone who is methodical, confident communicating with others, and able to keep accurate records while working remotely.
The main purpose of the role is to contact subcontractors, suppliers, designers and project teams to request and chase the information required for O&M manuals, then update the company system to show what has been received, what remains outstanding and what requires further follow-up.
Technical checking and final review of documents will be carried out separately by SDS O&M Ltd. The successful candidate will not be expected to technically approve information, but they will be expected to check documents for basic completeness and flag anything that appears missing, incorrect, poor quality or unrelated.
Key Duties
- Attend regular meetings with the company director to agree daily and weekly priorities.
- Work from task lists, trackers and instructions provided by the company.
- Request O&M and handover information from subcontractors, suppliers, designers and project teams.
- Chase outstanding information by email and telephone.
- Keep accurate records of all requests, responses, received documents and outstanding items.
- Update the company system/tracker to show document status and progress.
- Record what has been received, what is outstanding, what is incomplete and what needs to be queried.
- Save, rename, upload and organise received documents within the company filing system.
- Carry out basic document completeness checks.
- Identify obvious issues such as missing pages, incorrect project information, poor-quality scans, wrong documents, duplicates or missing references.
- Flag issues clearly for review by SDS O&M Ltd.
- Provide regular progress updates showing what has been chased, what has been received and what still needs attention.
- Escalate non-responses, repeated delays or unclear responsibilities to the company director.
- Help ensure that project information is organised and ready for technical checking.
Types of Information to Be Requested and Chased
The role may involve requesting and organising information such as:
- O&M manuals
- Manufacturer literature
- Product datasheets
- COSHH / SDS sheets
- Test certificates
- Commissioning certificates
- Warranties
- As-built drawings
- Maintenance instructions
- Spares information
- Training records
- Compliance documentation
- Specialist subcontractor information
- Designer information and project handover records
Required Skills
- Highly organised and methodical.
- Good attention to detail.
- Confident sending professional emails.
- Confident making follow-up telephone calls.
- Able to work from trackers, task lists, deadlines and document request schedules.
- Able to follow instructions and agreed priorities.
- Able to maintain accurate records.
- Competent using Microsoft Office Suite, including Outlook, Word and Excel.
- Able to use Adobe Acrobat for opening, reviewing, combining, splitting, renaming and organising PDF documents.
- Comfortable using online systems, shared folders, spreadsheets and document management tools.
- Able to communicate professionally with subcontractors, suppliers, designers and project teams.
- Able to work independently from home while keeping the company regularly updated.
- Able to identify obvious missing, incorrect or incomplete information and flag it for review.
Preferred Experience
Experience in any of the following would be beneficial but is not essential:
- Construction administration
- Document control
- O&M manuals
- Handover documentation
- Working with subcontractors or suppliers
- Project administration
- Use of document trackers or filing systems
- Construction, building services or facilities-related documentation
Working Arrangement
This is a remote, work-from-home position.
The role will include regular meetings with the company director to agree the tasks, priorities and focus for each day or week. The successful candidate will not be expected to devise the full project plan independently, but they will be expected to work through agreed tasks, keep trackers updated and report progress clearly.
Equipment
The company will provide the required work equipment, including:
- Laptop
- Monitor
- Keyboard
- Mouse
- Required software access, including Microsoft Office and Adobe Acrobat where applicable
The successful candidate will need to provide:
- Their own reliable internet / Wi-Fi connection
- Their own mobile phone for work-related calls and communication
Working Hours / Pay
This is a part-time role working Monday to Thursday, 10:00am to 2:00pm.
Total working hours: 16 hours per week.
Pay will be at the applicable National Minimum Wage / National Living Wage rate, depending on the successful candidate’s age and the statutory rate in force at the time of employment.
Ideal Candidate
The ideal candidate will be organised, persistent and confident when chasing information. They should be comfortable contacting subcontractors, suppliers and designers, keeping accurate records, and making sure nothing is left unchased or unlogged.
This role would suit someone who enjoys administration, document control, organisation and follow-up work. It is important that the candidate can work carefully and consistently, as the role directly supports the production of accurate O&M manuals and handover files.
Key Objective
The main objective of this role is to ensure that project information is requested, chased, received, logged and organised so that SDS O&M Ltd can carry out the final technical checks and complete project O&M documentation efficiently.
Pay: Up to £12.71 per hour
Work Location: Remote
