Document Manager

Sphere Solutions; Pontyclun; On-site; GBP 35,000 - 55,000; Full time

Job summary

Sphere Solutions is seeking a skilled Document Manager for a major civils and infrastructure project in South Wales. You will ensure accurate storage, tracking and distribution of client, consultant and contractor information across the full project lifecycle.

Key duties include maintaining document control processes, managing registers, ensuring revision control, and supporting QA, reporting and continuous improvement. Strong experience with EDMS systems and MS Office is essential.

Qualifications

• Proven experience as a Document Controller/Manager in construction or infrastructure
• Project experience is essential
• Extensive experience with Electronic Document Management Systems
• Strong knowledge of document control and information management
• Attention to detail and accuracy
• Advanced Microsoft Office skills
• Strong planning and organisational skills
• Excellent written and verbal communication
• Ability to manage competing priorities and deadlines
• Proactive approach with ability to work independently and as part of a wider project team

Responsibilities

• Implement and maintain document control processes and procedures.
• Manage project document, correspondence, drawing/design and RFI registers.
• Control electronic and hard-copy documentation throughout the project lifecycle.
• Maintain project folders, file structures and distribution lists.
• Ensure documentation is correctly revision controlled and readily accessible.
• Monitor information uploaded to document management systems and resolve any issues.
• Ensure project teams and subcontractors have access to accurate and up-to-date documentation.
• Liaise with internal project teams, clients, consultants and subcontractors regarding document control requirements.
• Provide guidance, training and support on document management systems.
• Support Quality Assurance activities, audits and process improvement.
• Assist with the creation and implementation of workflows and reporting processes.
• Support monthly project/framework reporting, including Power BI where required.
• Maintain appropriate permissions and controls around commercial and financial information.
• Help identify opportunities to improve information flow and project handover processes.

Skills

Document control

Information management

EDMS

Project experience

Attention to detail

Microsoft Office

Planning

Communication

Time management

Independence

Education

Degree qualification

Tools

Aconex

Procore

Fieldview

SharePoint

Job description

Document Manager - Major Civils / Infrastructure

Location: South Wales

Job Type: Permanent | Full-Time

Salary: Competitive Salary + Benefits Package

About the Role

An exciting opportunity has arisen for an experienced Document Manager to join a major civils and infrastructure team, supporting the effective management and flow of project information throughout the full project lifecycle.

The successful candidate will ensure that client, consultant and contractor information is accurately stored, tracked, controlled and distributed, supporting compliance with CDM Regulations, ISO 9000, HSE legislation and commercial requirements.

You will work closely with project teams and external stakeholders, helping to maintain robust document control processes while supporting quality assurance, reporting and continuous improvement.

Key Responsibilities

• Implement and maintain effective document control processes and procedures.
• Manage project document, correspondence, drawing/design and RFI registers.
• Control electronic and hard-copy documentation throughout the project lifecycle.
• Maintain project folders, file structures and distribution lists.
• Ensure documentation is correctly revision controlled and readily accessible.
• Monitor information uploaded to document management systems and resolve any issues.
• Ensure project teams and subcontractors have access to accurate and up-to-date documentation.
• Liaise with internal project teams, clients, consultants and subcontractors regarding document control requirements.
• Provide guidance, training and support on document management systems.
• Support Quality Assurance activities, audits and process improvement.
• Assist with the creation and implementation of workflows and reporting processes.
• Support monthly project/framework reporting, including Power BI where required.
• Maintain appropriate permissions and controls around commercial and financial information.
• Help identify opportunities to improve information flow and project handover processes.

Candidate Requirements

Essential

• Proven experience as a Document Controller, Document Manager or Information Management professional within the construction or infrastructure sector.
• Project experience is essential.
• Extensive experience using Electronic Document Management Systems.
• Strong knowledge of document control and information management processes.
• Excellent attention to detail and accuracy.
• Advanced Microsoft Office skills.
• Strong planning and organisational skills.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities and work to strict deadlines.
• Proactive approach with the ability to work independently and as part of a wider project team.

Desirable

• Degree qualification.
• 5+ years' experience in a relevant field.
• Experience using systems such as Aconex, Procore, Fieldview or SharePoint.
• Experience within major civils or infrastructure projects.
• Experience providing training and guidance to project teams on document management systems.