Document Controller/Site Admin

ZipRecruiter; Glasgow; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading electrical infrastructure engineering company seeks an experienced Document Controller / Site Administrator in Glasgow to manage project documentation for UK-based projects. The role involves ensuring compliance, supporting site teams, and managing document processes efficiently. Ideal candidates will have strong IT skills, excellent attention to detail, and experience in engineering documentation practices.

Benefits

25 days holiday entitlement

Employee Assistance Programs

Career Progression opportunities

Life Insurance

Industry leading contributory pension scheme

Flexible hybrid working policy

Support for relevant qualifications and memberships

Qualifications

• Experience in controlling documents for engineering and construction projects.
• Knowledge of industry-standard documentation practices.
• Experience engaging with clients and suppliers.

Responsibilities

• Manage the receipt, storage, and distribution of project documentation.
• Ensure compliance with document control standards and procedures.
• Liaise with clients' Document Controllers to resolve document-related issues.

Skills

Computer literacy

Excellent communication skills

Attention to detail

Education

Qualification in Document Control or Administration

Tools

Microsoft Office Suite

Adobe Acrobat

Job description

Job Description

Join Us!!

As a leading electrical infrastructure engineering company, Linxon delivers turnkey solutions in substations for power transmission, renewable energy, and transportation. Our expertise combines the knowledge of key suppliers and contractors to provide efficient, sustainable solutions that enhance industrial productivity and reduce environmental impact.

Due to our continued growth, we are seeking an experienced Document Controller / Site Administrator to support our expanding portfolio of UK-based projects. In this role, you will ensure the smooth management of all project-related documentation while supporting the site team with administrative duties, ensuring efficiency, compliance, and quality across all project documentation processes.

What will you do?

• Ensure proper version control of all project-related documentation in line with company/project procedures for receipt, storage, and distribution, utilising the internal EDMS.
• Manage all project documents' receipt, storage, distribution, and archiving, ensuring compliance with Linxon’s standards.
• Oversee the distribution of documentation to suppliers, clients, and construction sites in accordance with project requirements.
• Track and manage all project documents received from clients and suppliers, maintaining a fully updated Master Document Register (MDR) or Controlled Document List (CDL).
• Prepare, collate, and manage Health & Safety (H&S) files and Operation & Maintenance (O&M) manuals as per project requirements.
• Provide regular progress updates to the line manager, ensuring project documentation meets deadlines, budgets, and quality standards.
• Offer guidance and support on document control procedures and assist in coaching less experienced team members.
• Liaise directly with client Document Controllers to resolve issues related to document submissions.
• Ensure proper management and archiving of on-site documentation according to Linxon’s document control procedures.
• Contribute to process improvements by identifying and implementing enhancements related to document management practices.

Experience Required:

• Computer literacy, especially skilled in Microsoft Office and Adobe Acrobat.
• Knowledge of various relevant industry-standard client documentation practices, including Grid requirements, is desirable.
• Experience with submission of documents via EDMS, including Project Wise/Fast Draft, is desirable.
• Experience controlling documents and records for engineering and construction projects is desirable.
• Knowledge of engineering documentation/drawings and document control quality checks is desirable.
• Excellent communication skills, with experience engaging with clients and suppliers.

Education:

• Highly organized with excellent attention to detail.
• Strong IT skills, proficient in Microsoft Office Suite (Word, Excel, PDF).
• Proactive, self-motivated, and a problem-solver.
• Effective communicator who is approachable, polite, and tactful.
• Flexible and adaptable, capable of working in changing environments.
• Demonstrates personal integrity and professionalism in all tasks.
• Qualification in Document Control or Administration would be beneficial but is not essential.

What we offer:

In return, we offer a wide range of rewards and benefits:

• Benefits: 25 days holiday entitlement + Statutory and public holidays + Additional 3 days holiday available on our purchase scheme
• Car allowance, Employee Assistance Programs and Career Progression
• Life Insurance
• Industry leading contributory pension scheme matching up to 10%
• Flexible hybrid working policy for office and site-based staff.
• Opportunities for professional development, including financial support for relevant qualifications and memberships.

About Linxon:

“Building the infrastructure to power the world”

At Linxon, we are leaders in delivering innovative EPC substation projects essential for the energy transition. With expertise from Hitachi Energy and Atkins Realis, we provide integrated, sustainable solutions that power cities, industries, and communities. We are committed to building infrastructure that supports a carbon-free future and ensures reliable and efficient energy transmission.

Why Linxon?

By joining Linxon, you will be directly contributing to some of the most critical infrastructure projects in the UK, driving the transition to a carbon-free energy future. We value diversity and inclusion, offering a supportive and dynamic work environment where every employee can thrive. If you’re ready to take on a leadership role in project management and deliver high-impact results, we want to hear from you.

Equal Opportunity Statement:

At Linxon, we seek to hire individuals with diverse characteristics, backgrounds, and perspectives. We believe that world-class talent is enriched by diversity and inclusivity, regardless of race, age, gender, religion, sexual orientation, or other characteristics.