Trainee Document Controller

ZipRecruiter; London; On-site; GBP 25,000 - 30,000; Full time

Job summary

A construction company in London is seeking a Trainee Document Controller. This role entails supporting the setup and maintenance of project documentation systems and ensuring accuracy and compliance. The ideal candidate has a background in Project Administration or Document Control, is proficient in digital platforms, and possesses strong organisational skills. Full training will be provided, and proficiency in MS Office is required.

Qualifications

• Background in Project Administration or Document Control.
• Experience using 4Projects or similar document management system.
• Strong organisational and communication skills.

Responsibilities

• Support the setup and maintenance of document filing systems.
• Upload and quality-check contract documents.
• Manage non-digital paperwork and upload to platforms.
• Input and monitor sustainability data via SmartWaste.

Skills

Project Administration

Document Control

Organisational skills

Communication skills

Proficiency in MS Office

Tools

4Projects

SharePoint

Viewpoint for Projects

SmartWaste

Job description

Job Description

Ardmore has been at the forefront of delivering hundreds of major projects across London. Some of our iconic projects include the Corinthia Hotel, Old War Office restoration, and Greenwich Peninsula.

We build homes, offices, hotels, schools, medical centres, parks, and playgrounds – every facility our great city needs. We do it with passion, sensitivity, and style!

Our Trainee Document Controller role offers a fantastic opportunity for someone with a background in Project Administration or Document Control to take the next step in their career. You will join a dynamic and experienced team, supporting the setup, maintenance, and distribution of project documentation across several platforms, ensuring accuracy, compliance, and accessibility.

The role provides hands-on experience with systems such as 4Projects, SharePoint, Viewpoint for Projects (VFP), and SmartWaste, with full training and development.

Main Responsibilities:

• Support the setup and maintenance of document filing systems across SharePoint and 4Projects.
• Upload and quality-check contract documents, ensuring correct versioning and compliance.
• Manage non-digital paperwork such as certificates, EAIs, and NCNs, uploading them to the appropriate platforms.
• Use Viewpoint for Projects (VFP) for document uploads, access control, and reporting.
• Input and monitor sustainability data via SmartWaste (energy, waste, water, biodiversity, social value).
• Assist with internal audits by monitoring document compliance, outstanding items, and correct naming conventions.
• Create and maintain project trackers and registers for RFIs, Drawings, Samples, IDDs, and handover documentation.
• Gain exposure to full 4Projects functions, including user permissions, workflows, markups, and document communication.
• Support the team with general administrative duties such as printing, scanning, phone handling, meeting bookings, and site inductions using Datascope.

We’re Looking For:

• A background in Project Administration or Document Control.
• Experience using 4Projects or a similar document management system.
• Strong organisational and communication skills.
• Comfortable working with digital platforms and eager to develop technical skills further.
• Proficient in MS Office (Word, Excel, Outlook).
• A team player with a proactive attitude and attention to detail.