Document Controller

VINCI; Glasgow; On-site; GBP 32,000 - 52,000; Full time

Job summary

VINCI is seeking a Document Controller to manage, control and distribute project documentation across the lifecycle. You will maintain document control systems, track revisions, coordinate transmittals and ensure an auditable record from initiation to handover.

Working on Power & Infrastructure projects, you will coordinate with designers, suppliers and subcontractors, handle IFC drawings, RFIs, TQs, and ensure compliance with ISO 9001 quality procedures while maintaining confidentiality.

Qualifications

• Previous experience in a Document Controller role.
• Experience within construction, engineering or utilities projects.
• Excellent organisational and administrative skills with strong attention to detail.
• Proficient in Microsoft Office applications and effective communication.

Responsibilities

• Manage all incoming and outgoing project documentation.
• Maintain document registers and tracking logs.
• Control engineering drawings and technical documentation.
• Issue and receive document transmittals and manage revisions.
• Produce final handover dossiers including As-Built drawings and O&M manuals.

Skills

Document Control

Information Management

Revision Control

Quality Assurance

Project Coordination

Data Accuracy

Planning & Organisation

Communication

Microsoft Office

Tools

EDMS

Viewpoint

AutoCAD awareness

Job description

Job Title -

Document Controller

Reporting To -

Project Director

Role Purpose

The Document Controller is responsible for the effective management, control and distribution of project documentation throughout the project lifecycle. The role ensures that all engineering, commercial and project documents are accurately recorded, maintained and issued in accordance with company procedures, client requirements and quality standards.

The postholder will support project teams by maintaining document control systems, tracking revisions, coordinating document transmittals and ensuring a complete auditable record of project information from project initiation through to final handover.

Key Responsibilities

• Manage all incoming and outgoing project documentation.
• Maintain project document registers and tracking logs.
• Control engineering drawings and technical documentation.
• Manage document numbering, revision control and version management.
• Issue and receive document transmittals.
• Upload, distribute and archive documentation using electronic document management systems (EDMS).
• Ensure documents are issued to the correct stakeholders within agreed timescales.
• Maintain accurate records of approved, superseded and obsolete documents.
• Coordinate documentation received from designers, suppliers and subcontractors.
• Compile and maintain Operation & Maintenance (O&M) Manuals.
• Produce final As-Built documentation and project handover packs.
• Ensure compliance with company quality management procedures (ISO 9001).
• Support project managers and engineers with document retrieval and reporting.
• Maintain confidentiality and security of project information.
• Archive completed project documentation in accordance with company procedures.

Key Systems

• Microsoft Office Suite
• Electronic Document Management Systems (EDMS)
• Viewpoint
• Client document management platforms.

Essential Skills & Experience

• Previous experience in a Document Controller role.
• Experience within construction, engineering or utilities projects.
• Excellent organisational and administrative skills.
• Strong attention to detail.
• Experience managing multiple projects simultaneously.
• Good understanding of document control procedures.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office applications.
• Ability to prioritise workload and meet deadlines.

Desirable Skills

• Experience within power transmission, substations or renewable energy projects.
• Knowledge of engineering drawings and technical documentation.
• AutoCAD awareness.
• Experience producing O&M Manuals.
• Knowledge of ISO 9001 Quality Management Systems.
• Experience working with NEC or similar engineering contracts.
• Tender or procurement administration experience.

Key Stakeholders

• Operations Manager
• Project Managers
• Design Managers
• Engineers
• Site Managers
• Construction Teams
• Clients
• Suppliers
• Subcontractors

Typical Duties on Power & Infrastructure Projects

• Maintain drawing registers.
• Control Issued for Construction (IFC) drawings.
• Process Requests for Information (RFIs).
• Manage Technical Queries (TQs).
• Record and distribute Non-Conformance Reports (NCRs).
• Issue engineering transmittals.
• Maintain project Common Data Environment (CDE).
• Control inspection and test documentation.
• Compile commissioning records.
• Produce final handover dossiers including As-Built drawings, O&M Manuals and quality documentation.

Core Competencies

• Document Control
• Information Management
• Revision Control
• Technical Administration
• Quality Assurance
• Project Coordination
• Data Accuracy
• Communication
• Planning & Organisation
• Teamwork
• Problem Solving
• Customer Focus
• Continuous Improvement