At a Glance
- Tasks: Manage project documents and ensure accurate distribution and filing.
- Company: Join a leading national construction business with a focus on growth.
- Benefits: Competitive salary, company car, pension matching, and 25 days annual leave.
- Other info: Exceptional career development opportunities in a dynamic work environment.
- Why this job: Be the guardian of important documents and play a key role in project success.
- Qualifications: Experience in document control and familiarity with EDMS systems required.
Location: Inverness
Salary: £35,000 - £38,000
Working Hours: Monday to Friday, 37.5 hours per week
Additional Company Benefits: Exceptional Career Development Opportunities, Company Car/Car Allowance (Depending on job grade), Pension matched up to 8%, 25 days annual leave – plus holiday (opportunity to buy/sell leave will be implemented from January 2026), Private medical insurance, Free 24/7 EAP
Overview: First Military Recruitment is proudly working in partnership with a fantastic national construction business who are looking to recruit a Document Controller on a permanent basis due to growth based at either their Inverness depot.
Duties and Responsibilities:
- Manage and be responsible for the project document control system including maintenance of the project Electronic Data Management System (EDMS) and/or Common Data Environment (CDE).
- Manage documentation to be submitted to the Client’s EDMS / CDE.
- Upload documentation to Themis EDMS.
- Issue documentation to clients / subcontractors as required.
- Maintain accurate distribution lists and have a clear understanding of the personnel involved with the project and the documents they need access.
- Carry out regular reviews / audits of the EDMS to ensure that documentation is being correctly handled.
- Control the document management system including issuing document numbers in accordance with the document numbering system.
- Carry out Basic Quality Checks on Documents.
- Maintain document logs and prepare reports on document control matters as required.
- Manage incoming and outgoing post, ensuring its correct distribution, filing and entry into the project EDMS / CDE.
- Manage hard copy when required.
- Assist other project members in correctly managing and filing hardcopy documents.
- Review / Audit Hardcopy to ensure that they are properly maintained by their owners and report discrepancies to the Project Quality Lead.
- Manage Information Transmittals to external parties and ensure that records of the transmittals are suitably logged and filed.
- Act as the guardian of all records and maintain security of sensitive documents.
- Track Key Project deliverables (including dates of issue / return) and notify project team members if responses are due / overdue.
- Track Timebound documents (TQs / PMIs etc.) and notify the relevant process owners of due and overdue documents.
- Assist process owners in chasing up relevant documents.
- Manage document storage process and ensure that the documents are correctly stored and transported to head office for long time storage.
- Assist the project in preparing documentation for archive as needed.
- Ensure all relevant project documentation is captured.
Skills and Experience:
- Comprehensive understanding of project administration procedures, particularly document control.
- Comprehensive understanding of document control processes and procedures including knowledge of ISO 19650 (National Annex A) – document numbering.
- Computer literate (Particularly Excel and Word).
- Familiarity with using EDMS systems (Themis/Interaxo/Teams/Projectwise/4Projects/A-Site etc.).
- Basic understanding of a CDE (BIM) Environment and its implications.
- Basic understanding of Integrated Management System (IMS).
- Basic understanding of the project delivery objectives.
- Understanding of the purpose and importance of accurate document control in a commercial and assurance context.
Document Controller employer: First Military Recruitment Ltd
Join a leading national construction business in Inverness as a Document Controller, where you will benefit from exceptional career development opportunities and a supportive work culture. Enjoy a competitive salary, generous annual leave, and additional perks such as a company car or allowance, private medical insurance, and a pension scheme matched up to 8%. This role not only offers a chance to grow professionally but also to be part of a team that values your contributions and prioritises employee well-being.
Contact Details:
First Military Recruitment Ltd Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land Document Controller
✨Tip Number 1
Network like a pro! Reach out to people in the construction industry, especially those who work with document control. A friendly chat can lead to insider info about job openings that aren't even advertised yet.
✨Tip Number 2
Prepare for interviews by brushing up on your knowledge of document control processes and ISO standards. We want you to show off your skills and understanding of the role, so practice answering common interview questions related to document management.
✨Tip Number 3
Don’t forget to showcase your tech skills! Familiarity with EDMS systems is key, so be ready to discuss your experience with tools like Themis or Projectwise. We love seeing candidates who are comfortable with technology.
✨Tip Number 4
Apply through our website for the best chance at landing the job! We keep an eye on applications that come directly from our site, so make sure you’re putting your best foot forward there.
We think you need these skills to ace Document Controller
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Document Controller role. Highlight your experience with document control systems and any relevant software like Themis or Excel. We want to see how your skills match what we're looking for!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're passionate about document control and how your background makes you a great fit for our team. Keep it concise but engaging – we love a good story!
Showcase Your Attention to Detail:As a Document Controller, attention to detail is key. In your application, make sure to demonstrate this skill. Whether it's through your formatting or the accuracy of your information, we want to see that you can handle the nitty-gritty!
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy – just follow the prompts and you’ll be set!
How to prepare for a job interview at First Military Recruitment Ltd
✨Know Your Document Control Inside Out
Make sure you brush up on your knowledge of document control processes and procedures, especially ISO 19650. Be ready to discuss how you've applied these in past roles or projects, as this will show your understanding and expertise.
✨Familiarise Yourself with EDMS Tools
Since familiarity with EDMS systems like Themis is crucial, take some time to explore these platforms if you haven't already. Being able to speak confidently about your experience with these tools can set you apart from other candidates.
✨Prepare for Scenario-Based Questions
Expect questions that ask how you would handle specific document control challenges. Think of examples from your previous work where you successfully managed documentation or resolved discrepancies, and be ready to share those stories.
✨Showcase Your Attention to Detail
As a Document Controller, attention to detail is key. During the interview, highlight instances where your meticulous nature has positively impacted a project. This could be through maintaining accurate logs or ensuring compliance with document management standards.
