Document Controller

The Document Controller will be responsible for the effective coordination, management, and maintenance of project documentation throughout the project lifecycle. The role will ensure that all project information is controlled, distributed, stored, and archived in accordance with company procedures, client requirements, and industry standards. Working closely with project teams and external stakeholders, the position will support the integrity, accuracy, and accessibility of project records across both electronic and hardcopy systems.

Responsibilities

• Administer and maintain the project’s electronic document management systems and common data environments to ensure accurate document control processes are followed.

• Coordinate the submission and distribution of project documentation to clients, subcontractors, and external stakeholders.

• Upload, track, and manage documentation within company and client document management platforms as required.

• Maintain document access permissions and distribution registers to ensure project personnel have access to the correct information.

• Conduct routine audits and reviews of electronic filing systems to ensure compliance with project procedures and document control standards.

• Manage document numbering, version control, and status tracking in line with established project protocols.

• Perform quality checks on incoming and outgoing documentation to verify accuracy, formatting, and compliance requirements.

• Maintain detailed document registers and provide reporting on document control activities when required.

• Support the consistent implementation of document control procedures across the project team.

• Oversee the handling, distribution, and filing of physical documentation and incoming correspondence where required.

• Support project personnel in maintaining organised and compliant hardcopy filing systems.

• Carry out periodic checks of physical records to ensure documentation is correctly stored and maintained.

• Safeguard confidential and commercially sensitive information, ensuring secure handling and storage at all times.

• Monitor key project deliverables and document turnaround times, ensuring outstanding responses are highlighted to relevant stakeholders.

• Track time-sensitive project communications and technical documentation, escalating overdue items where necessary.

• Assist project teams in obtaining outstanding documentation and maintaining accurate project records.

• Coordinate the storage, transfer, and long-term archiving of project documentation in accordance with company procedures.

• Support project close-out activities by preparing and organising records for archive and retention purposes.

• Ensure all required project documentation is accurately captured within the company’s document management systems.

• Provide administrative support to the wider project team as required.

• Assist in the development and maintenance of project-specific document control procedures and processes.

• Carry out additional duties appropriate to the role and level of responsibility to support business operations.

The Ideal Candidate

• Previous experience in a Document Controller or project administration role within construction, engineering, infrastructure, or similar project-led environments.

• Strong understanding of document control principles, procedures, and best practices.

• Experience working with electronic document management systems and common data environments.

• Experience using platforms such as Themis, Interaxo, ProjectWise, 4Projects, A-Site, Teams, or similar EDMS platforms.