Document Controller

Job Purpose

Specialist Group is seeking an organised and detail-focused Document Controller to support the effective management, control and distribution of project documentation across the business.

Working closely with our Project, Design, Commercial, Procurement and Site teams, the Document Controller will ensure that drawings, specifications, technical information and project records are accurately maintained, appropriately controlled and available to the right people at the right time.

This is an important role within a fast-paced project environment, where strong organisation, attention to detail and clear communication are essential.

Key Responsibilities

· Manage the receipt, issue, tracking and filing of project documentation including drawings, specifications, schedules, technical submissions and project correspondence.

· Ensure that project teams are working from the latest approved revisions of drawings and documentation.

· Maintain accurate document registers and revision histories throughout the lifecycle of each project.

· Upload, distribute and manage documentation through relevant document management and project systems.

· Coordinate the issue of drawings and technical information between internal departments, clients, consultants, subcontractors and other project stakeholders.

· Monitor outstanding documentation, approvals and information requirements and follow up with the relevant individuals where required.

· Support the Design and Project teams in maintaining accurate records of RFIs, technical submissions, drawing approvals and design changes.

· Ensure superseded documentation is clearly identified and appropriately archived.

· Assist with the preparation and collation of project handover documentation, O&M manuals, certification and other close-out information.

· Maintain structured electronic project folders and ensure documentation is stored consistently and securely.

· Support project meetings by ensuring relevant documentation, drawings and information are readily available.

· Help improve document control processes and systems as the business continues to grow.

· Provide general project administration support where required.

What We’re Looking For

We are looking for someone who is naturally organised, methodical and comfortable working with a high volume of information.

The successful candidate should have:

· Excellent attention to detail and accuracy.

· Strong organisational and administrative skills.

· The ability to manage multiple projects, priorities and deadlines simultaneously.

· Confidence communicating with colleagues across different departments and levels of the business.

· A proactive approach to following up on missing or outstanding information.

· Strong IT skills, particularly Microsoft Office and document management systems.

· The ability to work independently while also being an effective member of a wider project team.

· A structured and disciplined approach to record keeping and document management.

Experience

Previous experience within construction, fit-out, manufacturing, engineering, architecture or a similar project-based environment would be advantageous.

Experience using Common Data Environments or document management platforms such as Aconex, Procore, Viewpoint, Asite, Autodesk Construction Cloud or similar systems would also be beneficial, although training can be provided.

Experience dealing with technical drawings would be advantageous but is not essential for the right individual.