Document Controller

Wates Group; Swindon; On-site; GBP 30,000 - 42,000; Full time

Job summary

Wates Property Services is recruiting a Document Controller for our Swindon office to support planned works. You will manage flow of project information, maintain records, and distribute documentation in line with procedures.

This role requires meticulous organisation and the ability to coordinate with site teams and subcontractors across multiple projects. Essential experience includes document control or information control, strong admin skills, and proficiency in Microsoft Office.

Qualifications

• Previous experience in a Document Controller or Information Controller position.
• Strong administrative and document management skills.
• Excellent attention to detail and organisational abilities.
• Proficient in Microsoft Office applications.
• Strong communication skills and ability to build relationships across multiple teams.
• Ability to prioritise workloads and manage multiple projects simultaneously.
• Experience within social housing, planned maintenance, construction or property services (Desirable).
• Knowledge of document management systems such as Viewpoint, Dalux or similar platforms (Desirable).
• Experience supporting refurbishment, retrofit or planned works projects within the built environment (Desirable).
• Understanding of project lifecycle documentation and compliance requirements (Desirable).

Responsibilities

• Maintain and manage project documentation, ensuring records remain accurate and up to date.
• Issue, distribute and control project information in line with document management procedures.
• Monitor document revisions and ensure the latest approved versions are available to project teams.
• Liaise with operational teams, surveyors, site managers, commercial teams and subcontractors regarding documentation requirements.
• Support the effective use of document management systems and collaboration tools.
• Track and manage document submissions, approvals and project reporting requirements.
• Assist with project mobilisation, handovers and completion documentation.
• Ensure compliance with quality management processes and audit requirements.
• Provide administrative support to project teams across multiple planned works programmes.

Skills

Organizational skills

Communication skills

Microsoft Office

Tools

Viewpoint

Dalux

Job description

At Wates Property Services, we're committed to improving homes and communities through the delivery of high-quality planned maintenance and refurbishment programmes across the social housing sector.

Due to continued growth, we have an exciting opportunity for a Document Controller to join our Planned Works team based from our Swindon office. This role is ideal for an organised and detail-oriented professional with experience managing project documentation within the built environment, construction, property services or social housing sectors. Supporting a busy delivery team, you will play a key role in ensuring project information is accurately controlled, distributed and maintained throughout the lifecycle of our planned works programmes. Based on responsibilities outlined in Wates document control roles and information controller profiles.

The Role

As a Document Controller, you will be responsible for managing the flow of project information, ensuring all documentation is maintained, updated and distributed in accordance with company procedures and client requirements.

Key Responsibilities

• Maintain and manage project documentation, ensuring records remain accurate and up to date.
• Issue, distribute and control project information in line with document management procedures.
• Monitor document revisions and ensure the latest approved versions are available to project teams.
• Liaise with operational teams, surveyors, site managers, commercial teams and subcontractors regarding documentation requirements.
• Support the effective use of document management systems and collaboration tools.
• Track and manage document submissions, approvals and project reporting requirements.
• Assist with project mobilisation, handovers and completion documentation.
• Ensure compliance with quality management processes and audit requirements.
• Provide administrative support to project teams across multiple planned works programmes.

About You

We're looking for someone with exceptional organisational skills who enjoys working in a fast-paced project environment.

Essential

• Previous experience in a Document Controller or Information Controller position
• Strong administrative and document management skills
• Excellent attention to detail and organisational abilities
• Proficient in Microsoft Office applications
• Strong communication skills and ability to build relationships across multiple teams
• Ability to prioritise workloads and manage multiple projects simultaneously

Desirable

• Experience within social housing, planned maintenance, construction or property services
• Knowledge of document management systems such as Viewpoint, Dalux or similar platforms
• Experience supporting refurbishment, retrofit or planned works projects within the built environment
• Understanding of project lifecycle documentation and compliance requirements

What We Offer

• Competitive salary
• Flexible benefits package
• Career development and training opportunities
• Supportive and collaborative working environment
• Opportunity to work on projects that make a genuine difference to communities and residents across the UK

Given the nature of this position, you will need to undergo a Basic Disclosure and Barring Service Check (DBS) at offer stage. Applicants with criminal convictions will be assessed individually, and we assure you that we do not discriminate based on an applicant's criminal record or the details of any disclosed offenses. Additionally, certain roles may be subject to additional pre-employment checks.