Document Controller

J A Brooks; Colchester; On-site; GBP 28,000 - 42,000; Full time

Job summary

J A Brooks is seeking a diligent POD Document Controller to manage project documentation across the construction lifecycle. You will ensure drawings, specs, technical submittals and RFIs are recorded, versioned, and distributed in line with procedures and the CDE.

You will maintain up‑to‑date registers, coordinate with site teams to provide the latest information, and contribute to QA, compliance, and handover deliverables.

Qualifications

• Must have a documented qualification in document control or business administration.
• Demonstrated ability to manage project documentation and QA compliant records.
• Experience with Common Data Environments (CDEs) and document control software.

Responsibilities

• Manage and maintain all project documentation including drawings, specifications, reports and correspondence.
• Ensure latest approved revisions are issued to site teams and stored in CDE/server folders.
• Update RFIs, submittals, and trackers; prepare handover documentation.

Skills

Advanced Microsoft Office

Communication

Education

Document Control or Business Administration qualification

Tools

ACC

CDEs

Job description

The POD Document Controller is responsible for managing and controlling all project documentation throughout the construction lifecycle.

The primary function of the role is to ensure that all drawings, specifications, technical submittals, RFIs, and correspondence are accurately recorded, distributed, and maintained in line with project requirements and company procedures.

The role is critical in ensuring that site teams are working from the latest information and that document control processes support efficient project delivery, quality assurance, and compliance.

Construction Background

Advanced Microsoft Office

Document Control or Business Administration qualification

Key Roles and Responsibilities:

Document Control

• Manage and maintain all project documentation including drawings, specifications, reports, and correspondence.
• Ensure all documents are recorded, version controlled and stored within the project Common Data Environment (CDE) and within the server project folders.
• Maintain up-to-date document registers, and dashboards.
• Ensure only the latest approved revisions are issued to site teams.
• Uploading drawings onto ACC - this involves QA check of the title blocks & clouds of the drawings before issuing, once uploaded onto ACC the necessary document registers must be updated.
• Save internal or external drawings on the server and supersede the old versions.
• Put together Tech Sub cover sheets for the Assistant DFMI Engineer ready for submission to the client.
• Daily checking of the project folders to ensure all drawings are saved in the correct folders.
• Updating the project RFI/Variation and Query tracker where required.
• Updating the spool key plans for the projects with what has been made / delivered to site.
• Assisting the Head of DFMA wherever required.
• Attending meetings, taking minutes and issuing to the project team.
• Downloading all required information from ACC on a weekly basis. Ensuring the team has the latest design information to work from.
• Assisting with the production of any presentations carried out by one of the BIM / DFMA team.

Drawing & Information Management

• Distribute drawings and technical information to site teams in a timely manner.
• Ensure superseded drawings are removed from circulation and clearly marked.
• Maintain accurate records of drawing revisions and issue status.
• Support site teams in locating and accessing required information.

Technical Submittals & RFIs

• Manage the submission and tracking of technical submittals.
• Maintain submittal registers and ensure timely approvals are obtained.
• Record, track, and distribute Requests for Information (RFIs).
• Follow up on outstanding approvals and responses.

Communication & Coordination

• Act as the central point of contact for document-related queries on site.
• Liaise with Engineering, BIM, and QA teams to ensure information flow is maintained.
• Coordinate with Main Contractor and Client document control teams.
• Support project meetings by providing document status updates where required.

Quality Assurance

• Ensure document control processes align with project quality requirements.
• Maintain records required for QA, inspections, and audits.
• Support compilation of handover documentation including O&M manuals.
• Ensure accurate record keeping for as-installed drawings and project documentation.

Submission & Handover

• Assist in the preparation and submission of project documentation to Clients and Main Contractors.
• Support the compilation of Operation & Maintenance (O&M) manuals.
• Ensure all required documentation is complete and available for project handover.
• Maintain organised records for project close-out and archiving.

Data Management

• Maintain structured and organised digital and physical filing systems.
• Ensure secure storage of project information in accordance with company policies.
• Support retrieval of documents for audits, reviews, and project queries.
• Ensure all required project documentation is received, recorded, and distributed.
• Highlight missing, incomplete, or overdue documentation to project teams.
• Support compliance with contractual and client document requirements.

Professional Development

• Develop knowledge of construction documentation processes and systems.
• Gain experience with Common Data Environments (CDEs) and document control software.
• Support continuous improvement of document control processes on site.