Document Control Administrator

s1jobs; Gourock; Hybrid; GBP 32,000 - 39,000; Full time

Benefits offered by this job

Very generous pension

Hybrid working with travel

Training, development and career prog.

37 days annual leave (pro-rata)

Staff travel pass

Job summary

CalMac is seeking a Document Control Administrator to support the New Vessel Mobilisation Team within the Standards and Performance Department. This hybrid role is based at our head office in Gourock with travel across our ports and vessels.

You will manage project documentation, records, manuals, drawings, certifications and ensure accuracy and version control, working with marine and technical specialists.

Qualifications

• Experience in document control, records management, or a similar administration role.
• Strong Microsoft Office and O365 skills, including SharePoint.
• Excellent organisational skills and attention to detail.
• The ability to manage multiple priorities and meet deadlines.
• Strong communication and stakeholder management skills.
• A proactive approach and the confidence to work independently.

Responsibilities

• Managing and maintaining document control systems and records.
• Coordinating document reviews and shipyard comment resolution processes.
• Acting as the department's SharePoint subject matter expert.
• Ensuring robust version control, storage, archiving, and distribution of documentation.
• Working collaboratively with internal teams, shipyards, and technical specialists.
• Supporting continuous improvement initiatives and helping develop more efficient ways of working.

Skills

Document control

Organisational skills

Communication

Stakeholder management

Independent working

Multitasking

Tools

SharePoint

Microsoft Office

O365

Job description

Location: Hybrid working with a maximum of 2 days based from our head office in Gourock with travel across our ports and vessels, including foreign shipyards as required
Contract: Fixed Term Contract - minimum of 12 months with possibility of extension
Contracted Hours: 38 hours per week, working Monday - Friday
Salary: £35,667, plus benefits

Are you an organised and proactive administrator with a passion for managing information, improving processes, and ensuring every detail is in the right place?

We're looking for a Document Control Administrator to support our New Vessel Mobilisation Team within the Standards and Performance Department.

Reporting to the New Vessel Mobilisation Manager, you'll play a key role in managing and controlling project documentation, records, manuals, drawings, certifications, and technical information relating to new vessel projects. Working closely with Marine and Technical Specialists, you'll help ensure documentation is accurate, compliant, accessible, and maintained throughout the project lifecycle.

What You’ll Be Doing

• Managing and maintaining document control systems and records
• Coordinating document reviews and shipyard comment resolution processes
• Acting as the department's SharePoint subject matter expert
• Ensuring robust version control, storage, archiving, and distribution of documentation
• Working collaboratively with internal teams, shipyards, and technical specialists
• Supporting continuous improvement initiatives and helping develop more efficient ways of working

What You’ll Bring

• Experience in document control, records management, or a similar administration role
• Strong Microsoft Office and O365 skills, including SharePoint
• Excellent organisational skills and attention to detail
• The ability to manage multiple priorities and meet deadlines
• Strong communication and stakeholder management skills
• A proactive approach and the confidence to work independently
• Experience within the maritime sector, commercial ship operations or from the construction industry would be advantageous but is not essential.

Why join CalMac?

This is an exciting time of positive change for CalMac! As one of Scotland’s biggest employers and being awarded a 10‑year CHFS3 contract, we have long‑term stability and investment to continue to deliver essential services to Scotland’s communities.

Package

• Competitive salary
• Very generous pension
• Hybrid working& travel
• Excellent training, development, and career progression
• 37 days annual leave (pro-rata)
• Staff travel pass for yourself, spouse/partner, and dependents