Job Summary
You will be responsible for managing, controlling, and maintaining all project documentation to ensure accuracy, consistency, and compliance with the company's Quality Assurance (QA) procedures and Standard Operating Procedures (SOPs). This role supports the successful delivery of projects by ensuring that all documentation is correctly recorded, distributed, updated, and archived in a timely and controlled manner.
Essential Duties and Responsibilities
- Maintain and administer document control systems for all project documentation.
- Ensure all project documents are organised, accurate, current, and controlled in accordance with company QA procedures and SOPs.
- Review incoming and outgoing documentation for completeness, formatting, and compliance with company standards.
- Register, log, issue, track, and archive project documents throughout their lifecycle.
- Maintain document revision histories and ensure only the latest approved versions are available for use.
- Distribute controlled documents to internal teams, clients, suppliers, and subcontractors as required.
- Coordinate with project managers, engineers, and other stakeholders to obtain, update and maintain project documentation.
- Monitor document submission deadlines and follow up on outstanding information where necessary.
- Maintain confidentiality of sensitive company and client information.
- Support internal and external audits by providing accurate documentation and document control records.
- Archive completed project documentation in accordance with company retention policies.
- Identify opportunities to improve document control processes and recommend best practices.
Business Expectations
- Maintain high levels of accuracy and attention to detail at all times.
- Deliver work within agreed deadlines while effectively maintaining multiple priorities.
- Demonstrate professionalism when communicating with colleagues, clients, and external stakeholders.
- Ensure compliance with company policies, quality standards, and regulatory requirements.
- Contribute positively to the continuous improvement of document management processes.
- Promote a collaborative and customer-focused approach across all departments.
- Take ownership of assigned tasks and proactively resolve document-related issues.
Competency Requirements
- Excellent organisational and administrative skills.
- Strong attention to detail and accuracy.
- Effective written and verbal communication skills.
- Ability to prioritise workload and meet deadlines in a fast-paced environment.
- Strong problem-solving and analytical abilities.
- Ability to work independently as well as part of a team.
- Proficient in Microsoft Office, particularly in Word, Excel, Outlook and SharePoint.
- Experience using electronic document management systems (EDMS).
- Understanding of document version control and quality management processes.
Other Requirements
- Flexible and adaptable approach to changing business and project requirements.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Commitment to maintaining high standards of quality and compliance.
- Right to work in the UK.
Qualifications
- Previous experience in a Document Controller, Document Administrator, or similar administrative role - essential
- Good working knowledge of document control procedures and version management - essential
- Competent user of Microsoft Office applications - essential
- Experience within construction, engineering, manufacturing, utilities, or project-based environments - preferred
- GCSEs (or equivalent) in English and Mathematics - preferred
Pay: £41,337.92 per year
Work Location: In person
