Document Controller

VINCI Building UK; Southampton; On-site; GBP 36,000 - 48,000; Full time

Job summary

VINCI Building UK is seeking a Document Controller to support a £180m student accommodation project at the University of Southampton. You will manage design documentation, metadata, security rights, and CDE workflows on site in a fast-paced environment.

The role requires experience with UK Main Contractors, strong organisation, and proficiency in Viewpoint for Project, Excel, Teams and SharePoint. Daily site attendance in Southampton is expected as part of this crucial role.

Qualifications

• Experience as a Document Controller for a UK Main Contractor within construction, engineering, or a project environment.
• Strong knowledge of document control systems and Common Data Environments.
• Highly organised with excellent attention to detail.
• Confident communicator, able to work with site teams, designers, clients, and supply chain partners.
• Ability to manage multiple priorities in a fast-paced project environment.
• Competent experience with Viewpoint for Project, along with the Microsoft suite of tools, specifically Excel, Teams and SharePoint.

Responsibilities

• Provide security control and all site‑based administrative support.
• Manage and maintain all published design documentation in line with company processes.
• Implement the project CDE and project file structure, virtual file links, security rights and workflows.
• Undertake regular checks of assigned security rights and manage user permissions.
• Validate metadata assigned to design documentation and input asset data.
• Vetting all internal & external activities including applications, leavers and subcontractors.
• TQ & portal management, daily checks, and document downloads.
• Assist with ID verifications, forms to subcontractors and data logging.
• Ensure on-site design documentation meets current approved status and is archived properly.
• Monitor documentation flow and advise on non-compliance; print and maintain hard copies.
• Upload As-Built Drawings, O&M Manuals, Health and Safety file and Post Construction BREEAM docs to the CDE.
• Support project CDE users with guidance and training; organise meetings.

Skills

Documentation control

CDES knowledge

Attention to detail

Communication

Multi-tasking

Tools

Viewpoint for Project

Microsoft Excel

Microsoft Teams

SharePoint

Job description

VINCI Building has an exciting opportunity for a Document Controller to play a significant part in supporting the delivery of a £180m student accommodation project at the University of Southampton.

With a build programme to 2029, the scheme includes in excess of 1,500 new student beds, along with refurbishment and the restoration of a Grade II listed building.
Designed to operate emission-free, this project will exceed UK net zero carbon targets, along with a commitment to significantly increase affordable student accommodation.

Our projects rely on accurate, controlled, and timely information. A Document Controller with VINCI Building will take ownership of project documentation, ensuring teams have the right information at the right time to deliver successfully.

With previous experience working for a UK Main Contractor in a similar role, you will manage the flow of project information, drawings, and technical documents, maintaining document registers and ensuring all documentation is accurate, up to date, and correctly distributed.

The Role:

Your day to day will include:

• Providing security control and all site based administrative support
• Manage and maintain all published design documentation in line with VCUK processes and procedures.
• Implement the project CDE, the project file structure, virtual file links, email file links, security rights, workflows and voting rights.
• Undertake regular checks of assigned security rights.
• Manage and approve user permissions.
• Validate metadata assigned to design documentation.
• Input VCUK Asset Data
• Vetting all internal & external activities, including but not limited to applications, leavers, and subcontractor(s)
• TQ & portal management (daily checking and informing affected staff, up & downloading documents.
• Undertaking ID Verifications; sending forms (SAL’s) to subcontractors, chasing, logging and collating information.
• Verify that all published design documentation meets the current approved status.
• Monitor the flow of design documentation and advise on any non-compliance.
• Manage the printing of project design documentation.
• Maintain and control the hard copy record of all project design documentation on site
• Ensure that all As-Built Drawings, O&M Manuals, Health and Safety File and Post Construction Stage BREEAM documentation is uploaded to the project CDE.
• Monitor to ensure that site team are working to the latest issue of design documentation.
• Capture ‘Best Practice’ and share with CDE user group.
• Support all users of the project CDE in its application and use, providing guidance and training as appropriate.
• Organising meetings
• Assisting with the Commercial Team to chase Tenders and other information
• Other general admin tasks when required.

This role of Document Controller is great for you if you have:

• Experience as a Document Controller for a UK Main Contractor within construction, engineering, or a project environment.
• Strong knowledge of document control systems and Common Data Environments.
• Highly organised with excellent attention to detail.
• Confident communicator, able to work with site teams, designers, clients, and supply chain partners.
• Ability to manage multiple priorities in a fast-paced project environment.
• Competent experience with Viewpoint for Project, along with the Microsoft suite of tools, specifically Excel, Teams and SharePoint

Please Note: To be eligible for this opportunity, candidates must already possess the right to work in the UK. Visa sponsorship is not available for this position, and applications requiring sponsorship cannot be considered.

This is a crucial site based role, therefore applicants must be able to commute to the project in Southampton on a daily basis.

We are VINCI Building

Operating from our network of offices throughout England and Wales, VINCI Building delivers new build, refurbishment and associated fitout works, with particular expertise in the education, healthcare, industrial, air, retail, commercial and mixed-use sectors.

We focus on technical excellence and experience to sustainably deliver best value for our clients. We understand and respond to the challenges of the modern built environment.

Our goal is always to build strong partnerships with our customers and stakeholders to ensure success by unlocking your strategic vision and turning it into a deliverable scheme. We are active in a wide range of sectors and value bands, allowing us to provide a regional service with national resources.

VINCI Building delivers complex projects and programmes, blending our corporate stability with the local knowledge our teams offer.

Sustainability is at the heart of our approach, and we are committed to respecting and protecting the environment in everything that we do. We take the time to understand and make a positive difference to each community that we work in to ensure that our projects leave a lasting legacy.

Fairness, Inclusion and Respect (FIR) at VINCI Building is about recognising and celebrating each other’s differences and what they bring to the team. Harnessing this diversity and applying the experiences, abilities and unique qualities of individuals will enhance our business; therefore, we commit to equity of opportunity and fair treatment of all current and potential employees and encourage job applications from all.

Should you require any reasonable adjustments to be made as part of the application process, please contact us directly.

VINCI Building recognises the importance of helping our employees balance their work and home life by offering flexible working arrangements across many of our roles which include working from home to enable employees to balance their working life with other priorities.