Job Title: Document Controller
Location: London Head Office – Hybrid

Role Purpose

Manage project documents for assigned UK renewable energy and construction projects. Ensure documents are correctly numbered, recorded, submitted, tracked and shared in line with company and client requirements.

Work with Engineering, Procurement, Construction, Project Management, Quality, HSE, Planning and Commissioning departments and their document controllers. Ensure project teams and subcontractors receive the latest approved documents and that complete records are available for project handover.

Key Responsibilities

1. Document Management

• Set up and maintain project folders, document registers, drawing registers and submission trackers.

• Check document numbers, titles, revisions, naming formats and approval status before submission or distribution.

• Record incoming and outgoing documents and keep registers updated.

• Maintain a clear history of submissions, comments, approvals and resubmissions.

• Ensure documents are easy to find and stored in the correct project folders.

• Follow the document control requirements agreed for each project and client.

2. Document Management Systems

• Use electronic document management systems such as Doc Point, Aconex, New Prodom, SharePoint and similar platforms.

• Upload, register, update, search for and distribute documents using company and client systems.

• Manage document review workflows, transmittals and submission records.

• Check that document details and revisions are consistent across different systems.

• Monitor outstanding reviews and follow up with the responsible teams.

• Support folder setup, user access and system workflows within the permissions provided.

• Support document transfers between digital quality tools and client systems when required.

3. Coordination with All Departments

• Coordinate with all relevant departments and their document controllers to collect documents and keep submissions on schedule.

• Communicate client document requirements, submission deadlines and review comments to the responsible teams.

• Follow up on missing documents, outstanding comments and overdue resubmissions.

• Work with Engineering and Procurement document controllers to receive current drawings, documents and approval updates.

• Follow agreed submission responsibilities to avoid duplicate uploads and conflicting records.

• Refer technical questions and comments to the responsible department. Technical preparation, checking and approval remain with the relevant document owners.

4. Client Submissions and Review Tracking

• Check that documents are ready for submission and submit them through the agreed client system.

• Prepare transmittals and keep evidence of each submission.

• Track documents awaiting submission, under review, approved, approved with comments, rejected and resubmitted.

• Keep previous review outcomes visible when documents are resubmitted.

• Share client comments with the responsible departments and follow up until responses are provided.

• Identify reasons for returned or rejected submissions and coordinate corrections.

• Highlight overdue documents and review delays to the relevant project leads.

5. Distribution to Site Teams and Subcontractors

• Share the latest approved drawings, specifications, procedures and other required documents with site teams and subcontractors.

• Check document revisions and whether they are approved for the intended use before issuing them.

• Maintain records showing what was issued, when and to whom.

• Obtain receipt acknowledgements where required.

• Notify teams and subcontractors when documents are revised or replaced.

• Support the removal of outdated documents from active use.

• Raise missing approvals, conflicting revisions or document errors with the responsible team.

6. Project Reports and Meetings

• Prepare weekly and monthly document status reports.

• Maintain dashboards showing outstanding submissions, overdue reviews, rejected documents and missing information.

• Collect and format construction, quality and other project reports using information provided by the responsible departments.

• Ensure report content is checked by the responsible department before issue.

• Prepare meeting minutes and track agreed actions when required.

• Support project teams with document control guidance and system use.

7. Audits and Project Handover

• Provide document records and submission evidence for internal and client audits.

• Coordinate the collection of approved drawings, inspection records, certificates, commissioning documents and operation and maintenance manuals.

• Compile completion and handover folders in line with client requirements.

• Maintain the handover document index and follow up on missing records.

• Ensure final project records are complete, organised and easy to retrieve.

Qualifications and Experience

• Degree or diploma in Engineering, Information Management, Business Administration or a related subject, or equivalent relevant work experience.

• At least five years of document control experience in construction, EPC, renewable energy, infrastructure, power or industrial projects.

• Experience managing documents across several projects and working with different departments, clients and subcontractors.

• Experience handling document submissions, review comments, revisions, approvals and final handover records.

• Practical experience using one or more of Doc Point, Aconex or New Prodom. Experience with several of these systems would be an advantage.

• Experience using SharePoint or similar document management systems.

• Good understanding of document numbering, naming rules, revision control and review workflows.

Skills and Personal Qualities

• Strong Microsoft Excel skills, including formulas, pivot tables, registers and trackers.

• Good working knowledge of Word, PowerPoint and Adobe Acrobat.

• Strong organisation skills and attention to detail.

• Clear written and verbal communication.

• Ability to follow up with different teams and meet deadlines.

• Ability to manage large numbers of documents across several projects.

• Careful handling of confidential information and user access.

• Willingness to learn new client systems and document requirements.

• Power BI knowledge and document control or EDMS certifications would be an advantage.

Expected Results

• Accurate and updated document registers.

• Timely submissions and follow-up of outstanding reviews.

• Clear records of comments, approvals and resubmissions.

• Latest approved documents available to site teams and subcontractors.

• Fewer submissions returned because of document control errors.

• Complete and organised project handover records.