Document Controller

Thomas Gray; London Borough of Bromley; On-site; GBP 32,000 - 52,000; Full time

Job summary

Thomas Gray is seeking an experienced Document Controller to join the Planned Works division in South East London / Kent. You will manage project documentation on an EDMS, ensure accuracy, security, and auditable records, and support the project team with admin and design coordination across refurbishment, retrofit and planned maintenance schemes.

You will work with Design Managers to maintain the Golden Thread of information, control revisions, and coordinate documentation for tenders,

Qualifications

• Proven track record as Document Controller in UK construction.
• Experience using EDMS platforms (Asite, Viewpoint/4Projects, Procore, SharePoint, Aconex).
• Knowledge of document control processes and ISO quality standards.

Responsibilities

• Manage project documentation on an EDMS with strict naming conventions.
• Distribute drawings, specs and reports to internal teams, clients and subcontractors.
• Support Golden Thread information flow and design coordination with managers.
• Maintain revision control and multi-party approval workflows.
• Ensure auditable submission and sign-off of subcontractor/supplier docs.
• Liaise with clients, consultants and contractors to resolve queries.
• Coordinate docs for tenders, O&M manuals, H&S files and handovers.
• Produce weekly/monthly project audit reports and track RFIs.

Skills

Attention to detail

Time management

Communication

Organisational skills

Independent working

Tools

Asite

Viewpoint/4Projects

Procore

SharePoint

Aconex

Microsoft Excel

Microsoft Office

Job description

We have an excellent opportunity for an experienced Document Controller to join the Planned Works division of an established construction contractor based in South East London / Kent.

The successful candidate will take responsibility for the management and control of project documentation, ensuring information is accurate, secure, fully auditable and maintained in accordance with quality assurance standards, internal processes and ISO requirements.

Alongside core document control, the role provides administrative and design coordination support to the wider project team, working across refurbishment, retrofit and planned maintenance projects from tender stage through to final completion and handover.

Key Responsibilities

• Manage project documentation across an Electronic Document Management System (EDMS), ensuring strict compliance with naming conventions and procedures.
• Distribute technical drawings, specifications and reports to internal teams, clients, consultants and subcontractors.
• Collaborate closely with Design Managers and Coordinators to support the Golden Thread of building information throughout each scheme.
• Maintain rigorous revision and status control, monitoring information flows and multi-party approval workflows.
• Ensure the submission and sign-off process for subcontractor and supplier technical documentation is fully auditable.
• Liaise with clients, consultants and specialist contractors to resolve document queries quickly.
• Coordinate documentation for tender packages, Operation & Maintenance (O&M) manuals, Health & Safety files and handovers.
• Produce weekly and monthly project audit reports and track RFIs, programme deadlines and schedules.
• Provide design coordination support by tracking information exchanges between consultants and statutory authorities.
• Provide day-to-day administrative assistance, project meeting organisation and tracker maintenance for the technical division.

About You

• Proven background operating as a Document Controller within the UK construction industry.
• Strong working knowledge of standard construction EDMS platforms (e.g. Asite, Viewpoint/4Projects, Procore, SharePoint, Aconex).
• Experience within planned works, social housing refurbishment, retrofit, facades or building safety schemes is advantageous.
• Solid understanding of the construction lifecycle, including design stages and pre-construction information flows.
• High organisational capability, sharp attention to detail and confidence managing multiple deadlines independently.
• Excellent communication skills and proficiency across Microsoft Office (especially Excel).