Document Controller

Vinci; Bedale; On-site; GBP 42,000 - 54,000; Full time

Job summary

Vinci in the United Kingdom is seeking a skilled Document Controller to organise and safeguard project documentation throughout its lifecycle, ensuring access for teams, stakeholders, and external partners while maintaining compliance.

You will establish control processes, manage EDMS workflows, and produce status reports, collaborating with multi-disciplinary teams on large infrastructure projects, with attention to detail and tight deadlines.

Qualifications

• Experience in a Document Controller or Information Management role.
• Strong knowledge of document control processes within construction, engineering, or major projects.
• Familiarity with quality assurance practices and information governance requirements.
• Experience with large construction, rail, infrastructure, or engineering projects is advantageous.
• Proficiency with EDMS platforms (Aconex, Asite, Viewpoint, BIM 360, SharePoint).

Responsibilities

• Establish and maintain document control processes, procedures, and metadata standards.
• Manage the receipt, registration, tracking, and distribution of project documentation.
• Ensure all documents are correctly formatted, version-controlled, and stored in the appropriate systems.
• Oversee document workflows, ensuring timely reviews, approvals, and close outs.
• Prepare reports on document status, compliance, overdue actions, and system metrics.
• Support change control by ensuring documentation reflects approved changes and updates.

Skills

Communication skills

Organisational skills

Attention to detail

Documentation management

Team collaboration

Education

Degree in STEM / Construction

Tools

Aconex

Asite

Viewpoint

BIM 360

SharePoint

Job description

The Document Controller is responsible for managing, organising, and safeguarding all project documentation throughout its lifecycle. This role ensures that accurate, up to date information is accessible to project teams, stakeholders, and external partners. The Document Controller maintains compliance with company standards, contractual requirements, and regulatory obligations., Document Management & Control

• Establish and maintain document control processes, procedures, and metadata standards.
• Manage the receipt, registration, tracking, and distribution of project documentation.
• Ensure all documents are correctly formatted, version-controlled, and stored in the appropriate systems.
• Oversee document workflows, ensuring timely reviews, approvals, and close outs.

Systems Administration

• Maintain and administer the project's electronic document management system (EDMS) such as Aconex, Asite, Viewpoint, SharePoint, or similar.
• Support users with system access, training, troubleshooting, and ensuring proper use of workflows and file structures.
• Ensure data integrity, audit trails, and compliance with information governance requirements.

Quality & Compliance

• Conduct document quality checks (e.g., naming conventions, revision control, completeness).
• Ensure documentation meets project standards, contractual requirements, and regulatory guidelines.
• Prepare reports on document status, compliance, overdue actions, and system metrics.
• Project Support
• Assist with information management strategies and continuous improvement initiatives.
• Monitor document deliverables against project schedules and elevate delays as necessary.
• Support change control by ensuring documentation reflects approved changes and updates.

Governance, Assurance & Reporting

• Organise assurance processes (e.g. gateway reviews).
• Provide regular reporting on project progress (e.g. monthly governance reviews, Board Reports etc.).
• Actively participate in reviews and action implementation of recommendations.
• Ensure appropriate document management systems and audit control measures are in place and adhered to.

Project Performance & Controls

• Adherence to project management controls (at times with a Project Controls lead and/or a planner) and ensure all project changes are captured.

Risk & Issue Management

• Undertake proactive management project risks & issues.
• This includes risk identification and prioritisation, developing and implementing mitigation plans, maintaining an accurate risk & issue register, and ensuring the timely escalation of significant concerns.

Guidance & Support

• Provide guidance, support and coaching to the project team, including cascading of wider organisational messages and information that may be pertinent to project delivery.
• Proven experience in a Document Controller or Information Management role.
• Strong understanding of document control processes within construction, engineering, or major project environments.
• Proficiency with EDMS platforms (e.g., Aconex, Asite, Viewpoint, BIM 360, SharePoint).
• Excellent organisational skills with strong attention to detail.
• Ability to manage high volumes of documentation and work to tight deadlines.
• Strong communication skills and confidence in working with multi-disciplinary teams.
• Familiarity with quality assurance practices and information governance requirements.
• Experience working on large construction, rail, infrastructure, or engineering projects advantageous.

Advantageous

• Experience/familiarity with the fusion industry.
• Strong analytical and critical thinking skills.
• Ability to adapt to changing priorities and work environments.
• Vocational qualifications in administration or project support beneficial.
• Training or certification in document control or information management desirable.

Degree qualified or relevant experience

• A degree level qualification in STEM / Construction advantageous.

If you can demonstrate experience in approximately 60% of the roles and responsibilities outlined, we would still encourage you to apply. We recognise that the right candidate may not meet every requirement and can bring transferable skills and behaviours, with the potential to develop further in the role.

As part of a wider programme with budget forecasts running up to a multi-billion-pound investment, ILIOS will bring together industry-leading expertise across major infrastructure, nuclear engineering, complex scientific facilities, programme and cost management, and innovative design. The consortium will be responsible for the design and construction of all buildings, infrastructure, and facilities on the STEP site, as well as supporting wider power plant integration, ensuring full alignment with project stakeholders and regulatory standards.