Document Controller

Regen Solutions Ltd; Dartford; On-site; GBP 32,000 - 54,000; Full time

Job summary

Regen Solutions Ltd is seeking an organised Document Controller to join their Dartford project delivery team. The role focuses on retrofit and social housing planned maintenance, ensuring design packages, PAS 2030/2035 compliance records, submittals, and QA checklists are impeccably managed.

You will oversee information management, RFIs, design variations, and project templates, contributing to accurate handovers and final SHDF sign-off.

Qualifications

• Proven experience as a Document Controller in planned maintenance or retrofit projects.
• Experience with SHDF schemes or PAS 2030/2035 retrofit frameworks.
• Strong knowledge of retrofit terminology and materials (EWI, heat pumps, etc.)

Responsibilities

• Manage project documentation and EDMS with strict naming conventions.
• Track RFIs, submittals, and design variations with deadlines.
• Set up templates, forms, and QA checklists for site teams.
• Compile Resident Handovers, O&M manuals, and As-Built files.

Skills

Document control

EDMS

RFI tracking

QA monitoring

Reporting

Job description

Our client is a leading Tier 1 Maintenance Contractor with a long-standing, established presence in the Planned Maintenance and Social Housing sector. They strive to set the benchmark for quality, sustainability, and technical excellence in residential energy efficiency and retrofit initiatives. Partnering closely with local authorities and housing associations, their team thrives on precision, resident safety, and a collaborative culture, making them the go-to provider for transformative Social Housing Decarbonisation Fund (SHDF) schemes across the region.

Position Overview

On behalf of our client, we are seeking an organised, detail-oriented Document Controller with dedicated experience in retrofit and social housing planned maintenance to join their project delivery team based in Dartford. In this role, the successful candidate will serve as the backbone of the project information pipeline, ensuring all retrofitting designs, PAS 2030/2035 compliance records, technical submittals, and site QA checklists are flawlessly managed to industry-leading standards.

Key Responsibilities

• Information Management: Manage, log, and distribute all project documentation—including retrofit design packages, SAP assessments, insulation data sheets, and structural details—using Electronic Document Management Systems (EDMS).


• Compliance & Standards: Ensure all incoming and outgoing project data conforms to strict company, client, and framework naming conventions, revisions, and status codes.


• Process Tracking: Track and manage Requests for Information (RFIs), Technical Submittals, and Design Variations, proactively liaising with internal teams, retrofit coordinators, and sub-contractors to meet tight framework deadlines.


• Systems Administration: Serve as the primary user and administrator, setting up and maintaining project templates, digital forms, and quality assurance checklists for site teams.


• Progress & QA Monitoring: Monitor site-captured data, tracking progress on whole-house retrofit measures, fabric upgrades (EWI, loft insulation), heat pump installations, and window/door replacements.


• Reporting: Generate regular reports from various different software to assist Project Managers Site Managers to help track progress of the projects.


• Handover & Close-Out: Collate and compile comprehensive Resident Handover Packs, Operations & Maintenance (O&M) manuals, and As-Built documentation required for final SHDF funding sign-off and client handover.

Industry Experience (Essential)

• Proven track record as a Document Controller, specifically within planned maintenance, social housing, or energy efficiency/retrofit projects.


• Direct experience working on Social Housing Decarbonisation Fund (SHDF) schemes or under PAS 2030 / PAS 2035 retrofit frameworks.


• Solid understanding of retrofit-specific technical terminology, measures, and materials (e.g., External Wall Insulation, heat pumps, solar PV, airtightness testing, and mechanical ventilation).