Job Title: Document Controller
Role purpose
The Document Controller will provide a critical project information management function within Omexom's TOHL Scotland business unit, supporting the delivery of transmission overhead line (OHL) projects for SSEN Transmission across Scotland. The postholder will be responsible for establishing, maintaining, and administering all aspects of the project document management system — ensuring that engineering drawings, technical submissions, correspondence, contract documents, SHEQ records, and site quality documentation are accurately controlled, distributed, and retrievable at all times.
Working closely with the Project Manager, Project Engineer, commercial team, and site delivery teams, the Document Controller will be the central point of control for all project documentation — managing the dual interface between Omexom's internal Integrated Management System (IMS) and SSEN Transmission's Autodesk Construction Cloud (ACC) platform. The postholder will play a key role in ensuring that the project maintains a fully auditable document trail throughout the project lifecycle, from mobilisation through to final handover and closeout.
Responsibilities & Duties
Including but not limited to the following:
Document Management System Administration
- Establish, implement, and maintain the project Document Management System (DMS) in accordance with Omexom's document control procedures and our client’s project-specific information management requirements, ensuring alignment between Omexom's internal IMS and the SSEN Transmission ACC environment.
- Manage the full lifecycle of all project documents — including creation, review, approval, issue, revision, and archiving — ensuring version control is maintained and superseded documents are correctly withdrawn from circulation.
- Assign and maintain document numbering, revision status, and metadata in accordance with the agreed project document coding and naming convention.
- Ensure all documents are stored, indexed, and retrievable within the DMS in a logical and consistent manner, enabling rapid access by project team members and auditors.
- Administer and maintain the project Master Document Register (MDR) and Drawing Register, keeping these up to date at all times and providing regular status reports to the Project Manager.
- Manage the document transmittal process for all formal issue and receipt of documents between Omexom, SSEN Transmission, subcontractors, design consultants, and other third parties.
Autodesk Construction Cloud (ACC)
- Act as Omexom's primary user and administrator for our clients Autodesk Construction Cloud (ACC) platform, managing the upload, submission, tracking, and retrieval of all client-facing documentation within the ACC environment.
- Maintain a thorough working knowledge of ACC's document management, transmittal, and review workflows; manage user access, folder structures, and naming conventions within the project ACC environment in accordance with our clients information management standards.
- Coordinate the preparation, review, and timely submission of technical submittals via ACC — including design drawings, method statements, inspection and test plans (ITPs), material data sheets, and as-built documentation — ensuring all submissions are made in advance of required approval periods to avoid programme impact.
- Track the status of all outstanding submissions and approvals within ACC using a live submittal register, proactively chasing responses and escalating overdue items to the Project Manager.
- Ensure that client review comments and responses issued through ACC are formally captured, distributed to the relevant discipline leads, and that any required resubmissions are actioned and tracked to close.
- Maintain a clear audit trail of all client correspondence and document exchanges within ACC, ensuring the project team can demonstrate compliance with submission obligations under the NEC contract.
- Manage the synchronisation of documents between Omexom's internal IMS and the client ACC platform, ensuring consistency of revision status and that the correct current-issue documents are accessible to both internal and client-side teams at all times.
Engineering & Technical Document Control
- Receive, register, distribute, and track all incoming and outgoing engineering drawings, specifications, and technical documents across the project team and supply chain.
- Coordinate the internal review and approval workflow for engineering submissions, ensuring documents pass through the correct approval stages — including Project Engineer and Project Manager sign-off — before external issue.
- Maintain the as-built drawing register, coordinating with site teams to ensure red-line mark-ups and field revisions are captured, reconciled with the design team, and formally incorporated into the final as-built record set.
- Liaise with Omexom's design engineers and external design consultants to manage the flow of design documentation, ensuring the site team always holds current, approved, and correctly revised drawings.
- Flag and escalate instances where superseded or unapproved documents are in use on site, supporting the Project Engineer in ensuring only current-issue documentation is referenced during construction.
SHEQ Records & Site Quality Documentation
- Maintain controlled registers for all SHEQ documentation, including Risk Assessments and Method Statements (RAMS), Construction Phase Plans, site induction records, toolbox talk logs, incident and near-miss reports, and environmental monitoring records.
- Coordinate the document control aspects of the project quality management system, including maintaining the ITP register, managing the issue and return of quality inspection records, and collating non-conformance reports (NCRs) and their close-out evidence.
- Ensure site-based documentation — including daily diaries, plant records, delivery notes, and materials conformance certificates — is captured, filed, and retained in a retrievable format throughout the project.
- Support the preparation of the project Health & Safety file and Operations & Maintenance (O&M) manual, coordinating the collection of as-built, quality, and certification documentation from across the project team for handover to SSEN Transmission.
General & Administrative
- Provide general project administration support to the Project Manager and Business Unit General Manager, including preparation and distribution of meeting agendas, minutes, and action logs.
- Maintain the project contact directory and distribution lists, ensuring these are kept current and shared with all relevant project team members.
- Maintain and update Omexom's internal Integrated Management System (IMS) in relation to project-specific documentation — including uploading approved procedures, forms, and records — ensuring the IMS accurately reflects current project and business unit practice and remains audit-ready at all times.
- Assist with project audit and document assurance activities, preparing document status reports and retrieving records as required to support internal and client-side audits.
- Contribute to continuous improvement of document control processes within the business unit, identifying opportunities to streamline workflows and improve data quality.
Key interfaces
Relationships with key stakeholders:
- Business Unit General Managers
- Client Representatives
- Project Managers
- External stakeholders, e.g. client, authorities
Person Specification
Qualifications and experience
Essential
- Proven experience in a document control role on major construction, engineering, or infrastructure projects.
- Demonstrable knowledge of document management systems (DMS) and electronic document management platforms; experience administering a project DMS from project set-up through to closeout.
- Sound understanding of document control principles including version control, revision management, transmittal processes, and document coding conventions.
- Experience managing client-facing document submissions and working with client document management portals or Common Data Environments (CDEs).
- Familiarity with NEC3 or NEC4 contract administration, including the management of Early Warning Notices, Compensation Events, and formal correspondence registers.
- Highly organised with exceptional attention to detail; able to manage large volumes of documentation accurately under programme pressure.
- Strong proficiency in Microsoft Office — particularly Excel (for registers and trackers), Word, and Outlook — and comfortable learning new software platforms quickly.
- Clear and professional written communication skills; able to draft formal correspondence, meeting minutes, and document status reports to a high standard.
- Ability to work both independently and collaboratively as part of a project team, managing competing priorities and deadlines effectively.
Desirable
- Experience in a document control role on power transmission, distribution, or overhead line infrastructure projects.
- Familiarity with SSEN Transmission's document management requirements and information management standards, including prior experience working within SSEN Transmission's ACC environment.
- Hands-on experience using Autodesk Construction Cloud (ACC) for document management, transmittal, and review workflows; given that ACC is SSEN Transmission's primary document management platform for this project, candidates with demonstrable ACC proficiency will be given strong preference.
- Familiarity with Omexom's Integrated Management System (IMS) or equivalent contractor-side quality and document management systems used in the UK utilities or construction sector.
- Understanding of engineering drawing standards, drawing register management, and the as-built documentation process on OHL or civil engineering projects.
- Awareness of ISO 19650 principles for Building Information Management (BIM) and information management on infrastructure projects.
- Experience supporting project audits and document assurance reviews.
Values
In line with Omexom’s values, the jobholder must have the following qualities:
Team Spirit & Generosity – able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance.
Trust and Empowerment – enjoy managing their responsibilities and time to ensure work is completed efficiently and professionally.
Integrity and Responsibility – enjoy taking responsibility for their duties and managing these effectively to ensure efficient high quality results.
Innovation & Entrepreneurship – continually strive to improve processes and introduce new initiatives to improve efficiency.
