Document Controller

At the Ellison Institute of Technology (EIT), we are on a mission to translate scientific discovery into real world impact. We bring together visionary scientists, technologists, engineers, researchers, educators and innovators to tackle humanity's greatest challenges in four transformative areas:

• Health, Medical Science & Generative Biology
• Food Security & Sustainable Agriculture
• Climate Change & Managing CO₂
• Artificial Intelligence & Robotics

This is ambitious work that demands curiosity, courage, and a relentless drive to make a difference. At EIT, you will join a community built on excellence, innovation, tenacity, trust, and collaboration, where bold ideas become real-world breakthroughs. Together, we push boundaries, embrace complexity, and create solutions to scale ideas from lab to society.

Your Role: EIT is seeking a proactive, detailed and effective Document Controller to join the team. This is a crucial role in maintaining accurate, compliant, and accessible documentation across all projects and operational activities. This includes ownership and control of CAD files, O&M manuals, technical drawings, and other project-related records to support delivery, handover, and ongoing maintenance. The role also contributes to developing digital engineering systems to ensure the business can efficiently receive, store, and retrieve all technical information. While the role has no direct reports initially, the Document Controller may oversee contractors or temporary document control support as required. The role will work closely with the asset management team and ensure they have all of the relevant information stored in an easy to access system at all times.

Key Responsibilities:

• Document Control and Compliance: Establish, maintain, and enforce document control procedures across all engineering and facility projects. Ensure documentation (including drawings, O&M manuals, specifications, and as-built records) is accurate, current, and compliant with EIT and regulatory standards. Support audits and inspections by maintaining fully traceable records.
• Project and Handover Support: Coordinate collection, verification, and archiving of documentation from contractors, consultants, and suppliers at project completion. Manage O&M documentation to support seamless project handover and long-term asset management.
• Document Management Systems (DMS): Administer and maintain the electronic DMS platform, ensuring effective version control, document security, and user access. Develop and improve document control workflows to enhance efficiency and data accuracy.
• CAD and Drawing Management: Maintain and update engineering drawings, including revision control and as-built records. Ensure consistency and accessibility of CAD data across engineering and operations teams.
• Cross-Functional Support and Communication: Collaborate with engineering, operations, and project teams to provide timely and accurate document access. Train and guide colleagues and contractors in document control processes and system use. Produce regular reports on document status, compliance, and handover progress.
• Continuous Improvement and Record Integrity: Maintain a live playbook of EIT documentation standards for vendors and contractors.

Requirements

Essential Knowledge, Skills and Experience:

• Proven experience in document control within engineering, construction, or facilities management environments.
• Demonstrable experience building a document management system, and developing digital engineering systems.
• Strong organisational and time management skills with excellent attention to detail.
• Proficiency with CAD software (e.g., AutoCAD) and drawing management processes.
• Experience with electronic Document Management Systems (DMS) and version control.
• Knowledge of O&M manual requirements and project handover processes.
• Understanding of engineering, construction, or facilities documentation standards.
• Strong IT literacy, including Microsoft Office Suite.
• Excellent communication and interpersonal skills for working with internal teams and external stakeholders.
• Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment.
• Key attributes include professionalism, proactive, detail-oriented approach.
• Demonstrate a strong sense of ownership and accountability for information accuracy.
• Effective communication, ensuring clarity and consistency across teams.
• Ability to build collaborative relationships with colleagues, contractors, and partners.
• Committed to maintaining compliance and readiness for audits.
• Continuous improvement mindset with a focus on quality and efficiency.

Desirable Knowledge, Skills and Experience:

• Formal qualification in engineering, construction management, or document control (or equivalent experience).
• Experience supporting audits or regulatory compliance activities.
• Familiarity with digital engineering platforms or BIM-related systems.
• Experience developing or optimising DMS workflows and templates.

Benefits

Salary: £40,000 - £50,000 per annum + bonus + travel allowance. Enhanced holiday pay, Pension, Life Assurance, Income Protection, Private Medical Insurance, Hospital Cash Plan, Therapy Services, Perk Box, Electric Car Scheme.

Working Together - What It Involves: You must be eligible to work in the UK with a willingness to travel as necessary. You must be based in, or within easy commuting distance of, Oxford. During peak periods, some longer hours may be required and some working across multiple time zones due to the global nature of the programme. This position is primarily office/site-based. Working hours are Monday to Friday, 08:30–17:30 (flexibility may be required on occasional evenings/weekends).