Document Controller

ANTYAPI UK LTD; City Of London; On-site; GBP 32,000 - 42,000; Full time

Job summary

Ant Yapi UK Ltd is seeking a site-based Document Controller for a London project. You will own the Electronic Document Management System (EDMS), manage project documentation, and support project teams from inception to handover.

The role requires organizing, filing, and controlling document versions while ensuring accessibility for stakeholders. You will coordinate with sub-contractors, ensure QA checks, and adhere to company procedures and industry standards.

Qualifications

• Experience in office administration or document control.
• Familiarity with EDMS and document management systems.
• Knowledge of construction project documentation processes.

Responsibilities

• Organize, file, and maintain all project-related documents in electronic formats.
• Ensure documentation is accurate, up-to-date, and easily retrievable by authorized personnel.
• Control document versions and track revisions to maintain integrity of information.
• Distribute documents to relevant stakeholders in accordance with project requirements and deadlines.
• Prepare reports, summaries, and other documentation as needed.
• Monitor document workflows to ensure timely approval and distribution processes are followed.
• Implement document control procedures in compliance with company policies and industry standards.
• Support audits by providing requested documentation promptly and accurately.
• Ensure EDMS is in place and accessible; deliver EDMS training and act as EDMS contact.
• Assist handover team with tracking commissioning and handover docs, including As Built drawings.
• Work with sub-contractors to ensure documentation compliance.
• Ensure all docs are QA checked with proper naming and numbering conventions.

Skills

Organized

Attention to detail

Clear communication

Time management

Team collaboration

Tools

Aconex

ASite

Procore

SharePoint

Microsoft Office

Job description

Job Title: Document Controller

Working Hours: 08:00-18:00 Mon-Fri 0800-1300 Sat (occasional)

Reports to: Project Director

Location: Site Based

The Company

Ant Yapi UK Ltd is a market leading construction company specializing design and build of high-quality developments. We are recruiting for site-based Document Controller for our London based project.

Job Summary

Responsible for managing and maintaining all project documentation, ensuring accuracy, accessibility, and compliance with company standards. This role is vital in supporting project workflows and facilitating effective communication across teams. Owning the Electronic Document Management System (EDMS) and supporting the project management teams to ensure there is full compliance of documentation across al stakeholders from project inception to handover.

Main Duties / Responsibilities

• Organize, file, and maintain all project-related documents in and electronic formats.
• Ensure that all documentation is accurate, up-to-date, and easily retrievable by authorized personnel
• Control document versions and track revisions to maintain integrity of information.
• Distribute documents to relevant stakeholders in accordance with project requirements and deadlines.
• Preparation of reports, summaries, and other documentation as needed
• Monitor document workflows to ensure timely approval and distribution processes are followed
• Implement document control procedures in compliance with company policies and industry standards
• Support audits by providing requested documentation promptly and accurately
• Ensure that the EDMS is in place and that all parties have access. Deliver EDMS training and act as the point of contact within the business for EDMS matters
• Assist the handover team with the tracking of commissioning and handover documentation, including As Built drawings
• Work closely with sub contactors to ensure documentation is compliant
• Ensure all documentation is QA checked and that a naming and numbering convention is in place

Skills

Organized and attentive to detail, aiming for accuracy in all tasks. Able to communicate clearly and positively with colleagues from different teams and backgrounds. Enjoys supporting others and working together to meet shared goals. Comfortable balancing different tasks and managing time to meet project needs. Open to learning and finding ways to make every day processes a bit smoother and easier

Knowledge

Good working knowledge of the construction process. Knowledge of document control systems such as Aconex, ASite Procore etc. Good all-round IT skills

Experience

Experience in office administration, document control, or supporting technical teams. Comfortable working with digital files and records, maintaining document accuracy, and following established processes. Familiarity with Microsoft Office (Word, Excel, PowerPoint), SharePoint, or other document management systems. Awareness of technical drawings and build processes

Behavior

Confident, approachable, organized, well-spoken, and presented. Good initiative and proactive problem-solver.

Copes well under pressure. Adaptable to change and willing to go the extra mile

Salary

Depending on experience