Document Controller

Job Description

The Document Controller is responsible for the management, distribution, and archiving of all project-related documentation. The role ensures that the project team has access to the latest, most accurate information while maintaining a robust audit trail of all revisions and approvals. Working primarily within a Common Data Environment (CDE), the Document Controller ensures compliance with project protocols (such as ISO 19650) and company standards, facilitating seamless communication between the office, site, and external stakeholders.

Goals / KPIs

• Data Accuracy: 100% accuracy in the version control and status of drawings and technical documents.
• Timeliness: Ensuring all incoming and outgoing transmittals are processed within agreed project SLAs (typically 24–48 hours).
• Audit Readiness: Maintenance of a fully compliant and searchable project archive that passes all internal and external quality audits.
• Handover Efficiency: Delivery of a structured and complete digital O&M / Health & Safety file at project completion.

Duties and Responsibilities

• System Administration: Lead the setup and day-to-day management of the Common Data Environment (CDE) (e.g., Viewpoint, Aconex, Procore, or Autodesk Construction Cloud).
• Information Flow: Manage and coordinate the distribution of all project documentation, ensuring only "For Construction" status drawings reach the site team.
• Quality Assurance: Review and critique incoming documents for compliance with naming conventions, file formats, and metadata requirements before upload.
• Revision Control: Ensure all technical revisions are correctly logged, superseded, and archived to prevent the use of outdated information.
• Transmittal Management: Lead the production of formal transmittal notes for all outgoing information to subcontractors, consultants, and clients.
• Reporting: Provide regular progress reports to the Project Manager regarding the status of technical submittals, RFIs, and outstanding approvals.
• Subcontractor Liaison: Manage and coordinate the submission of subcontractor technical data and "as-built" information.
• Compliance Monitoring: Identify, develop, and manage the tracking of "Request for Information" (RFI) logs and technical submittal registers.
• Handover Coordination: Lead the collation of the final Operation & Maintenance (O&M) manuals and Health & Safety files to ensure a smooth client handover.
• Training: Support the project team by providing guidance and training on the use of the project’s specific document control software.
• Lessons Learned: Capture and document lessons learned regarding information management to improve the efficiency of future project setups.

Qualifications

• Experience: Minimum 3–5 years’ experience as a Document Controller within the building services, construction, or civil engineering sectors.
• Software Proficiency: Expert knowledge of at least one major CDE platform (e.g., Viewpoint, BIM 360, Procore). Expert proficiency in Microsoft Office, particularly Excel.
• Technical Knowledge: Understanding of the RIBA stages and the UK BIM Framework/ISO 19650 naming conventions.
• Organisation: Exceptional organisational skills with a high level of attention to detail and the ability to manage high volumes of data.
• Communication: Exceptional interpersonal skills to liaise effectively between designers, site managers, and clients.
• Analytical Skills: Ability to spot discrepancies in documentation and metadata before they impact project delivery.

Supervisory Requirements and Deputy

• Reporting: This role reports to the Project Manager or Business Unit Manager.
• Supervision: This role may provide guidance to Project Administrators or Junior Document Controllers on larger schemes.

Travel

• The role is typically office or site-office based; however, occasional travel to other regional offices or sites for setup or training purposes may be required, typically not exceeding 10% of working time.

Benefits

• Professional Development support
• Employee Assistance Program
• Health and Wellness programs