Document Controller

Ellison Institute of Technology Oxford; Oxford; On-site; GBP 40,000 - 50,000; Full time

Job summary

A prestigious technology institute in Oxford is seeking a proactive Document Controller to manage critical project documentation and ensure compliance with regulations. You will oversee CAD files, O&M manuals, and technical drawings to support project handover and ongoing maintenance. The ideal candidate will have strong organizational skills, experience with document management systems, and proficiency in CAD software. This full-time role offers a salary range of £40,000 – £50,000 per annum, along with several benefits including enhanced holiday pay and private medical insurance.

Benefits

Enhanced holiday pay

Pension

Private Medical Insurance

Life Assurance

Electric Car Scheme

Qualifications

• Proven experience in document control within engineering or construction.
• Must demonstrate strong organizational skills and attention to detail.
• Experience with electronic Document Management Systems is essential.

Responsibilities

• Establish and enforce document control procedures across projects.
• Support audits and inspections by maintaining accurate records.
• Manage O&M documentation for project handover.

Skills

Organizational skills

Attention to detail

Proficient in CAD software

Strong IT literacy

Excellent communication skills

Ability to work independently

Education

Formal qualification in engineering or document control

Tools

AutoCAD

Document Management Systems

Job description

Ellison Institute of Technology (EIT) aims to have a global impact by reimagining how science and technology translate into end‑to‑end solutions. The EIT campus in Littlemore is set to be completed in 2027 and will feature more than 300,000 sq ft of research laboratories, educational and gathering spaces. EIT is expanding its footprint to a 2 million sq ft campus across the western part of The Oxford Science Park, designed by Foster + Partners. EIT is committed to cultivating a community where excellence is achieved through collaboration, trust, innovation and tenacity.

We are seeking a proactive, detailed and effective Document Controller to maintain accurate, compliant, and accessible documentation across all projects and operational activities. The role entails ownership and control of CAD files, O&M manuals, technical drawings, and other project‑related records to support delivery, handover, and ongoing maintenance. The Document Controller will also contribute to developing digital engineering systems to ensure the business can efficiently receive, store, and retrieve all technical information.

Document Control and Compliance

• Establish, maintain, and enforce document control procedures across all engineering and facility projects.
• Ensure documentation (drawings, O&M manuals, specifications, and as‑built records) is accurate, current, and compliant with EIT and regulatory standards.
• Support audits and inspections by maintaining fully traceable records.

Project and Handover Support

• Coordinate collection, verification, and archiving of documentation from contractors, consultants, and suppliers at project completion.
• Manage O&M documentation to support seamless project handover and long‑term asset management.

Document Management Systems (DMS)

• Administer and maintain the electronic DMS platform, ensuring effective version control, document security, and user access.
• Develop and improve document control workflows to enhance efficiency and data accuracy.

CAD and Drawing Management

• Maintain and update engineering drawings, including revision control and as‑built records.
• Ensure consistency and accessibility of CAD data across engineering and operations teams.

Cross‑Functional Support and Communication

• Collaborate with engineering, operations, and project teams to provide timely and accurate document access.
• Train and guide colleagues and contractors in document control processes and system use.
• Produce regular reports on document status, compliance, and handover progress.

Continuous Improvement and Record Integrity

• Maintain a live playbook of EIT documentation standards for vendors and contractors.

Requirements

Essential Knowledge, Skills and Experience

• Proven experience in document control within engineering, construction, or facilities management environments.
• Strong organisational and time‑management skills with excellent attention to detail.
• Proficiency with CAD software (e.g., AutoCAD) and drawing management processes.
• Experience with electronic Document Management Systems (DMS) and version control.
• Knowledge of O&M manual requirements and project handover processes.
• Understanding of engineering, construction, or facilities documentation standards.
• Strong IT literacy, including Microsoft Office Suite.
• Excellent communication and interpersonal skills for working with internal teams and external stakeholders.
• Ability to work independently, manage multiple priorities, and meet deadlines in a fast‑paced environment.
• Key attributes include professionalism, proactive, detail‑oriented approach.
• Demonstrate a strong sense of ownership and accountability for information accuracy.
• Effective communication, ensuring clarity and consistency across teams.
• Ability to build collaborative relationships with colleagues, contractors, and partners.
• Committed to maintaining compliance and readiness for audits.
• Continuous improvement mindset with a focus on quality and efficiency.

Desirable Knowledge, Skills and Experience

• Formal qualification in engineering, construction management, or document control (or equivalent experience).
• Experience supporting audits or regulatory compliance activities.
• Familiarity with digital engineering platforms or BIM‑related systems.
• Experience developing or optimising DMS workflows and templates.
• Salary: £40,000 – £50,000 per annum + bonus + travel allowance.
• Enhanced holiday pay.
• Pension.
• Life Assurance.
• Income Protection.
• Private Medical Insurance.
• Hospital Cash Plan.
• Therapy Services.
• Electric Car Scheme.

Terms of Appointment

• You must be eligible to work in the UK with a willingness to travel as necessary.
• You must be based in, or within easy commuting distance of, Oxford.
• During peak periods, some longer hours may be required and some working across multiple time zones due to the global nature of the programme.
• This position is primarily office/site‑based. Working hours are Monday to Friday, 08:30‑17:30 (flexibility may be required on occasional evenings/weekends).

Why work for EIT

At the Ellison Institute, we believe a collaborative, inclusive team is key to our success. We are building a supportive environment where creative risks are encouraged, and everyone feels heard. Valuing emotional intelligence, empathy, respect, and resilience, we encourage people to be curious and to have a shared commitment to excellence. Join us and make an impact!

Seniority level: Mid‑Senior level
Employment type: Full‑time
Job function: Project Management
Industries: IT Services and IT Consulting