Senior Document Controller

IT Staff - Executive Search; London; Hybrid; GBP 35,000 - 50,000; Full time

Job summary

A leading company is seeking a highly organized and proactive Project Document Controller & Assistant to join their project delivery team in London. This role is vital in supporting capital projects within the pharmaceutical sector, focusing on documentation management and administrative support to ensure smooth project operations. Candidates must have excellent attention to detail, strong communication skills, and proven experience in project environments. This full-time role offers hybrid working options and opportunities for career development.

Qualifications

• Proven experience in a similar role is required.
• Strong working knowledge of document control systems is essential.
• Ability to handle sensitive information confidentially is necessary.

Responsibilities

• Manage project documentation and provide administrative support.
• Coordinate document workflows and maintain the document management system.
• Assist with meeting coordination and travel arrangements.

Skills

Organizational Skills

Attention to Detail

Communication (Verbal and Written)

Education

Experience in project environments (engineering, construction, or pharmaceuticals)

Tools

Document control systems (Aconex, SharePoint, etc.)

Microsoft Office Suite

Job description

IT Staff - Executive Search provided pay range

This range is provided by IT Staff - Executive Search. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

Direct message the job poster from IT Staff - Executive Search

CEO & Managing Director of IT Staff - Technical Engineering | Architectural | Pharmaceutical | Data Centres | Construction | Life Sciences

Location: London (Hybrid working possible)

Department: Capital Projects / Engineering / Project Delivery Office

Reports to: Project Manager / Project Director

Status: Full-Time

Start Date: Ideally by August 2025 for onboarding and handover

Vacancy Status: Open – Actively Hiring

Position Summary:

We are seeking a highly organised and proactive Project Document Controller & Assistant to join our project delivery team in London. The role is vital in supporting large-scale capital projects within our pharmaceutical operations. You will be responsible for managing project documentation and providing administrative support to the wider team, ensuring smooth day-to-day operations and project compliance.

The ideal candidate is detail-oriented, reliable, tech-savvy, and capable of handling confidential information while coordinating with internal and external stakeholders.

Key Responsibilities:

Document Control (approx. 70–80%):

• Act as the primary administrator and point of contact for the project document control platform (e.g., Aconex, Asite, SharePoint, or equivalent).
• Maintain and update the document management system, ensuring proper version control, metadata tagging, and audit readiness.
• Coordinate document workflows: issue, review, approval, and distribution.
• Ensure all project documentation is accurately filed and organised in accordance with internal procedures and industry standards.
• Provide support during audits and project reviews by retrieving or compiling documentation.
• Train or support project team members and suppliers on document submission protocols.

Administrative & Team Support (approx. 20–30%):

• Assist with meeting coordination: scheduling, agenda preparation, note-taking, and follow-ups.
• Coordinate travel arrangements and logistics for the project team and visitors.
• Support internal expense submissions and vendor invoice processing in line with corporate policies.
• Maintain up-to-date team contact lists, project calendars, and resource trackers.
• Provide ad hoc support to project managers and engineers as required.

Required Qualifications & Skills:

• Proven experience in a similar role in a project environment, ideally within engineering, construction, or pharmaceutical industries.
• Strong working knowledge of document control systems (e.g., Aconex, Viewpoint, SharePoint, or similar platforms).
• Excellent organizational skills with high attention to detail and accuracy.
• Strong verbal and written communication skills in English.
• Proficiency with Microsoft Office Suite (Excel, Outlook, Word, Teams, PowerPoint).
• Ability to handle sensitive information confidentially and professionally.
• Capable of working independently and managing multiple priorities.
• Right to work in the UK.

Preferred Attributes:

• Experience supporting GMP/GxP or other regulated environments.
• Familiarity with construction/engineering document lifecycles and transmittal processes.
• Strong interpersonal skills and a proactive, team-oriented attitude.
• Willingness to learn and grow into more responsibilities within the project.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative and Project Management

• Industries

  Pharmaceutical Manufacturing and Health and Human Services

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