Document Controller in London

Indra is one of the leading global technology and consulting companies and the technological partner for core business operations of its customers worldwide. It is a world‑leader in providing proprietary solutions in specific segments in Transport and Defence markets, and the leading firm in Digital Transformation Consultancy and Information Technologies in Spain and Latin America through its affiliate Minsait.

As the technological partner for its customers’ key operations, Indra is at the core of their business, guided by four values:

• Innovation - Our capacity for innovation, cutting‑edge solutions, and specialised team of professionals enable us to drive a safer, more connected future through technology.
• Trust - We work with strength, commitment, and reliability, delivering quality solutions to build trust with customers, employees, partners, investors, and society.
• Connection - We harness the power of collaboration, connect ideas and solutions, and adapt to our customers’ needs, supporting them on the path to a better future.
• Foresight - We anticipate future needs to make the world safer and more connected, transforming our experience and knowledge into solutions for a better tomorrow.

The Document Controller is responsible for managing, controlling, and assuring all project documentation for the TfL Proteus contract. The role ensures that documents are accurate, traceable, version-controlled, and compliant with TfL document management, assurance, and governance requirements throughout the project lifecycle.

Key responsibilities include:

• Manage the end-to‑end document control process, including document registration, numbering, version control, approval workflows, and secure storage.
• Ensure that all documents submitted to TfL meet required formats, naming conventions, quality standards, and submission timelines.
• Administer and manage the project document management system, ensuring controlled access for internal teams, partners, and TfL stakeholders.
• Act as the central coordination point for document exchanges between internal teams, subcontractors, and TfL.
• Conduct workshops and provide guidance to document authors to ensure they understand documentation procedures and reduce formatting or process errors.
• Produce regular document status reports, dashboards, and registers to track submissions, approvals, reviews, and outstanding actions.
• Support client assurance and audit processes, ensuring documentation is accurate, traceable, and submission ready.
• Support the establishment and continuous improvement of document control processes, ensuring consistency, efficiency, and alignment with TfL working practices.
• Provide administrative support for daily document control activities and ensure timely submission of documentation.

Requirements:

• Recognised diploma or certification qualification in Information Management, Project Administration, Business Administration, Engineering, IT, or a related discipline, or equivalent practical experience in document control on complex projects.
• 3 years + experience as a Document Controller or administrator on large, complex projects, preferably within transport, infrastructure, IT systems, or public‑sector environments.
• Experience with Document Management Systems (Aconex, Documentum, SharePoint or similar).
• Desirable: qualifications or training aligned to ISO standards related to information and document management (e.g. ISO 9001, ISO 15489), or equivalent quality management frameworks.
• Hands‑on experience managing high volumes of controlled documentation by using document management system, including technical, assurance, contractual, and governance documents.
• Ability to configure and manage document registers, metadata, permissions, and controlled access for internal teams and external stakeholders.
• Good understanding of contractual and governance‑driven documentation, including plans, procedures, technical documents, and assurance submissions.
• Strong awareness of information security, confidentiality, and controlled handling of sensitive project information.
• Strong coordination skills, acting as the single point of control for document submissions, reviews, and approvals.
• Clear and professional written and verbal communication skills, with confidence dealing with senior stakeholders.

Holidays: 25 days per annum + 8 days