Document Controller

Guildmore Limited; Oldbury; On-site; GBP 30,000 - 42,000; Full time

Benefits offered by this job

Full training and development

Career progression within Guildmore

Job summary

Guildmore Limited is seeking an experienced Document Controller to manage and control project documentation, ensuring accuracy, auditability, and compliance with ISO requirements across design and construction phases.

You will work with Design Managers, Coordinators, clients, and subcontractors, maintain the document system, produce audit reports, and provide administrative support from tender through to project handover.

Qualifications

• Proven experience as a Document Controller within the construction industry.
• Strong knowledge of electronic document management systems (EDMS).
• Excellent attention to detail and organisational skills.
• Process-driven, able to manage multiple priorities and deadlines.
• Clear written and verbal communication skills.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Ensure quality assurance of project documentation and compliance with company naming conventions and document control protocols.
• Maintain project documentation and ensure accurate information is distributed throughout the organisation, third-party designers, and consultants via the document management system.
• Work closely with Design Managers and Coordinators to maintain transparency and accountability, ensuring a 'Golden Thread' of information throughout the document management system.
• Liaise with clients, design teams, and subcontractors to resolve document and system-related issues; produce weekly/monthly audit reports.
• Organise regular training and refresher sessions for employees, clients, and subcontractors on document control procedures.
• Monitor and manage information flow through document management system workflows; ensure auditability of approvals.
• Upload and manage documents within the system and maintain revision/status control.
• Coordinate documentation for tender packages, O&M manuals, Health & Safety files, and project handover.
• Coordinate printing and document requests internally or via external suppliers.

Skills

Document control experience

EDMS knowledge

Attention to detail

Multi-priority management

Communication skills

Independent and collaborative

MS Office proficiency

Tools

EDMS

Job description

Guildmore Planned Works are seeking an experienced Document Controller. The Document Controller will manage and control documentation reliability for security, revision control, availability, accuracy, and auditability to ensure compliance with the organisation's management processes, quality assurance standards, and ISO requirements. This role also provides administrative support to the team in planning, coordination, and design functions on projects from tender through to completion.

Key Responsibilities

Document Control Duties

• Ensure quality assurance of project documentation and compliance with company naming conventions and document control protocols. Maintain project documentation and ensure accurate information is distributed throughout the organisation, third-party designers, and consultants via the document management system. Work closely with Design Managers and Coordinators to maintain full transparency and accountability, ensuring a "Golden Thread" of information throughout the document management system.
• Liaise effectively with clients, design teams, and subcontractors to resolve document and system-related issues. Produce and compile project-specific audit reports on a weekly and monthly basis. Organise and deliver regular training and refresher sessions for employees, clients, and subcontractors on document control procedures. Monitor and manage information flow through document management system workflows. Ensure full auditability of the approval process for subcontractor and supplier documentation. Upload and manage documents accurately within the system, providing guidance where needed. Maintain revision and status control of all documentation. Manage and maintain project directories within the system. Coordinate documentation for tender packages, O&M manuals, Health & Safety files, and project handover (both electronic and hard copy). Coordinate printing and document requests internally or via external suppliers.

Administrative Duties

• Monitor, update, and manage departmental spreadsheets, schedules, and project trackers. Track RFIs and project completion dates, supporting coordination of O&M and Health & Safety documentation.
• Assist with diary management, meeting arrangements, and coordination with external attendees. Provide business travel support as required.
• Organise regular meetings with consultants and other key stakeholders.
• Assist with expenses processing and payment coordination.
• Undertake any other administrative duties as required by the Design team.

Design Assistant Duties

• Support Design Managers and Coordinators with design coordination and review tasks.
• Assist in the coordination and tracking of design information between consultants, subcontractors, suppliers, and authorities.
• Support resolution of design-related issues to maintain project progress

Person Specification

• Essential Proven experience as a Document Controller within the construction industry.
• Strong knowledge of electronic document management systems (EDMS).
• Excellent attention to detail and organisational skills.
• Process-driven, able to manage multiple priorities and deadlines.
• Clear written and verbal communication skills.
• Confident working independently and collaboratively within a team.
• Reliable, proactive, and self-motivated with strong time management.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Understanding of construction project processes, including design and pre-construction activities.
• Desirable Experience in a Technical Administration or Design Coordination role.
• Familiarity with design schedules, procurement, and construction documentation.
• Knowledge of retrofit or façade projects and Building Safety Act requirements.
• Strong problem-solving and project coordination skills.
• Up-to-date understanding of construction industry practices and regulations.

What We Offer

• Full training and ongoing professional development. Opportunities to expand your skills across commercial systems, compliance, and operations.
• A supportive, collaborative, and professional team environment. Clear career progression within the Guildmore group