Document Controller

The Document Controller is responsible for managing and maintaining accurate records of all project documentation, both digital and physical, in line with internal standards and regulatory requirements. Working closely with site teams, subcontractors, and clients, the Document Controller will ensure controlled documents are properly created, reviewed, distributed, and archived. This includes maintaining document registers, overseeing version control, and supporting quality assurance processes

This role is integral to driving best practices across the business and will be instrumental in the transition from paper-based to digital systems.

Key Responsibilities .

Records Management

• Maintain and update the Master Document Register (General Index) and other key registers.
• Ensure all physical and electronic documentation is accurately archived, retrievable, and traceable in accordance with regulatory, client, and internal requirements.
• Manage document lifecycle processes, including version control, status tracking, and document archiving.
• Assist in the creation, standardisation, and implementation of document control procedures.
• Conduct periodic reviews of document control systems to ensure compliance and continual improvement.

Document Review, Development and Distribution

• Support the drafting, formatting, and publishing of controlled documents, ensuring alignment with company standards.
• Develop and maintain standardised document templates, ensuring consistency with corporate branding, liaising with the Marketing team as needed.
• Facilitate timely distribution and communication of updated documents to relevant stakeholders.

Quality Assurance

Collaborate with the Quality Manager to compile and organise Quality Assurance documentation, such as Inspection and Test Plans (ITPs), Check Sheets, and Operation & Maintenance (O&M) Manuals.

Digital Tools and System Support

• Support the rollout and management of digital systems including Workspace, VantagePoint, DocuSign, Microsoft Forms, and other document management platforms.
• Promote and facilitate the digitalisation of documents and processes to improve accessibility, efficiency, and accuracy.
• Assist in configuring document workflows and automated approval routes in Workspace and related platforms.

Data Integrity, Security and Compliance

• Ensure the confidentiality, integrity, and security of documentation, applying appropriate access controls and permission settings.
• Act as a key contributor in document control aspects of internal and external audits.

Training, Awareness, and User Support

• Act as the central point of contact for document control and Workspace-related queries.
• Provide training and ongoing support to staff on document control systems, processes, and best practices.
• Raise awareness of document control protocols and digital tools across the business.
• Develop user guides and conduct refresher sessions to promote consistency and reduce document-related errors or inefficiencies.

Communication

• Facilitate collaboration between departments, ensuring document requirements and updates are clearly communicated.
• Liaise with project teams, site staff, clients, subcontractors, and suppliers to ensure documentation is submitted, reviewed, and stored appropriately.

Required Skills & Experience .

Document Control experience within a civil engineering or construction environment

Proficient in Microsoft Office

Excellent attention to detail and high level of organisation

Strong communication and collaboration skills across departments and teams

Experience in compiling QA documentation such as O&M Manuals, Inspection and Test Plans

Internal Auditor accreditation

Experience supporting internal/external audits

Safety Details

Required to attend site induction

Physical Demands

Site cabin based with minimal physical demands

Occasional need to retrieve, move or archive physical files

Possible travel to Head Office, or other project sites for documentation checks or training

Based in a site cabin office, with full office set up

Occasional travel to Head Office, or other project sites

Works as part of the site team at Project Joules

A consistently high performing Company, ACS’ growth is due to a strong order book and pipeline in a number of new emerging sectors. Holding a range of accreditations, including the prestigious Investors in People Gold award, ACS is committed to training and developing our staff.

Quality, safety, customer satisfaction and professionalism are important core values that the company is built on. This is a great opportunity to join an ever-growing company.