Retrofit Document Control Specialist

UI Social Infrastructure Limited; Dartford; On-site; GBP 26,000 - 38,000; Full time

Job summary

United Infrastructure is seeking a detail-oriented Document Controller/Project Administrator to join our expanding team in the UK. You will manage retrofit project documentation, ensure version control, logging, and audit trails, and support compliance with PAS 2035 and GDPR.

You will liaise with internal teams, consultants, contractors, and funding bodies; maintain registers and trackers; generate regular status reports; and contribute to continuous improvement of document control procedures.

Qualifications

• Experience working in a document control, project administration, or information management role.
• Proficient in the implementation of Pashub for compliance and Document control.
• Experience managing large volumes of project documentation.
• Strong understanding of document control principles, including version control and audit trails.
• Proficiency in Microsoft Office 365 applications, particularly Excel, SharePoint, Teams, and Outlook.
• Excellent organisational and administrative skills.
• Experience maintaining databases, trackers, and document registers.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and work to deadlines.

Responsibilities

• Maintain and manage all retrofit project documentation within the organisation’s document management systems.
• Ensure documents are correctly logged, categorised, version controlled, and distributed.
• Establish and maintain project filing structures in line with company standards.
• Monitor document workflows to ensure timely review, approval, and issue of project information.
• Archive and retrieve project records as required.
• Maintain accurate audit trails for all project documentation.
• Support Retrofit Coordinators and Project Managers in the preparation and submission of project documentation.
• Track key deliverables including assessments, improvement plans, risk assessments, design documents, monitoring reports, and completion certificates.
• Produce and maintain document registers and project trackers.
• Coordinate document submissions between internal teams, consultants, contractors, and funding bodies.
• Support mobilisation and handover activities for retrofit projects.
• Assist in stakeholder meetings to ensure project compliance.
• Generate regular reports on document status, outstanding actions, approvals, and project compliance.
• Maintain project dashboards and trackers to monitor workflow progress.
• Identify documentation risks and elevate issues where required.
• Assist in developing and improving document control procedures and systems.
• Provide administrative support relating to project documentation and records management.
• Act as the primary point of contact for document control enquiries.
• Liaise with internal departments, contractors, consultants, and external stakeholders regarding document submissions and status updates.
• Promote best practice document management across retrofit teams.

Skills

Document control

Project administration

Information management

Microsoft Office 365

Data management

Communication

Multitasking

Education

GCSEs English and Maths

Administrative qualification

Tools

Pashub

SharePoint

Excel

Teams

Outlook

Job description

United Infrastructure is seeking a detail-oriented Document Controller/Project Administrator to join our expanding team in the UK. You will manage retrofit project documentation, ensure version control, logging, and audit trails, and support compliance with PAS 2035 and GDPR.

You will liaise with internal teams, consultants, contractors, and funding bodies; maintain registers and trackers; generate regular status reports; and contribute to continuous improvement of document control procedures.