At a Glance
- Tasks: Manage and control company documentation for projects and compliance.
- Company: Join a growing HVAC and building services business in Gateshead.
- Benefits: Hybrid work options, competitive pay, and supportive team environment.
- Other info: Great opportunity for career growth in a dynamic industry.
- Why this job: Be a key player in ensuring accurate documentation and compliance.
- Qualifications: Experience in document control or administration is essential.
My client is seeking a highly organised and detail-oriented Document Controller to join a growing team in Gateshead. This is an excellent opportunity to become part of a successful HVAC and building services business, supporting the management and control of company documentation across projects, Planned Preventative Maintenance (PPM) contracts, and compliance frameworks. The successful candidate will play a key role in ensuring company documentation, certifications, and compliance records remain accurate, up to date, and readily available to support business operations, audits, accreditations, and client requirements.
Location: Gateshead (Hybrid opportunities available)
Hours: Monday to Friday, 07:30am - 4:30pm
Pay Rate: £13.22 per hour
Key Responsibilities
- Control, maintain, and update company documentation, ensuring only the latest approved versions are in circulation.
- Complete project-related forms and reports.
- Manage daily job administration and reporting activities.
- Maintain structured digital and physical filing systems for policies, procedures, project documentation, and compliance records.
- Implement and manage document version control, approval workflows, and document registers.
- Ensure documentation is stored, issued, and archived in accordance with company procedures and audit requirements.
ISO Compliance Support
- Assist in maintaining ISO management systems, including ISO 9001, ISO 14001, and ISO 45001 where applicable.
- Support internal and external audits by preparing documentation, records, and evidence.
- Track corrective actions, document updates, and procedural changes following audits.
- Assist with continuous improvement initiatives by ensuring documentation remains current and compliant.
SafeContractor & Constructionline Administration
- Manage and maintain SafeContractor and Constructionline accreditations.
- Upload, update, and review required documentation, including policies, procedures, insurance certificates, training records, and risk assessments.
- Monitor renewal dates and ensure submissions are completed accurately and on time.
- Liaise with internal teams to gather evidence required for accreditations and audits.
Health, Safety & Compliance Documentation
- Assist with the management of Risk Assessments and Method Statements (RAMS) and other health and safety documentation.
- Ensure relevant documentation is distributed to clients, engineers, and subcontractors as required.
- Maintain records of certifications, insurance policies, and compliance-related documentation.
Coordination & Communication
- Act as the central point of contact for document-related enquiries.
- Purchase materials and consumables and raise purchase orders through Joblogic.
- Liaise with project managers, engineers, HR, and senior management to collect, review, and distribute documentation.
- Support the completion of Pre-Qualification Questionnaires (PQQs), tender submissions, and client compliance packs.
Systems & Continuous Improvement
- Support document control processes within company systems such as Joblogic, SharePoint, and other document management platforms.
- Identify opportunities to improve document control and compliance procedures.
- Assist with compliance-related projects as the business continues to grow.
Person Specification
Essential Skills & Experience
- Previous experience in document control, administration, or compliance support.
- Excellent organisational skills and attention to detail.
- Strong written communication skills.
- Ability to manage multiple deadlines, documents, and audit requirements simultaneously.
- Professional, reliable, and able to maintain confidentiality.
Desirable Skills & Experience
- Experience within the HVAC, construction, engineering, or building services sectors.
- Familiarity with ISO standards (9001, 14001, and 45001).
- Experience managing SafeContractor and/or Constructionline accreditations.
- Knowledge of health and safety and compliance documentation.
Personal Attributes
- Methodical and process-driven approach.
- Proactive and dependable.
- Comfortable working to audit and compliance deadlines.
- Strong team player with the ability to collaborate across departments.
Document Controller in Gateshead employer: Kinetic plc
Join a dynamic HVAC and building services company in Gateshead as a Document Controller, where your meticulous attention to detail will be valued in maintaining essential documentation and compliance records. Enjoy a supportive work culture that prioritises employee growth through continuous improvement initiatives and hybrid working opportunities, all while contributing to a successful team dedicated to excellence in service delivery.
StudySmarter Expert Advice🤫
We think this is how you could land Document Controller in Gateshead
✨Tip Number 1
Network like a pro! Reach out to your connections in the HVAC and building services sectors. Let them know you're on the lookout for Document Controller roles. You never know who might have the inside scoop on job openings!
✨Tip Number 2
Prepare for interviews by brushing up on your knowledge of ISO standards and document control processes. Be ready to discuss how you can keep documentation accurate and compliant. Show them you’re the detail-oriented superstar they need!
✨Tip Number 3
Don’t just apply anywhere; focus on companies that align with your values and career goals. Check out our website for openings that suit your skills as a Document Controller. We want to help you find the right fit!
✨Tip Number 4
Follow up after interviews! A quick thank-you email can go a long way in making you memorable. Reiterate your enthusiasm for the role and how you can contribute to their team. It shows you’re proactive and genuinely interested!
We think you need these skills to ace Document Controller in Gateshead
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Document Controller role. Highlight your experience in document control, compliance support, and any relevant ISO standards you've worked with. We want to see how your skills match what we're looking for!
Show Off Your Organisational Skills:Since this role requires excellent organisational skills, give us examples of how you've managed documentation or projects in the past. We love seeing specific instances where your attention to detail made a difference!
Be Clear and Concise:When writing your application, keep it clear and to the point. Use bullet points for key responsibilities and achievements. We appreciate straightforward communication, especially when it comes to documentation!
Apply Through Our Website:Don't forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it makes the whole process smoother for everyone involved.
How to prepare for a job interview at Kinetic plc
✨Know Your Documents
Before the interview, make sure you’re familiar with the types of documents you’ll be managing. Brush up on document control processes and ISO standards like 9001, 14001, and 45001. This will show that you’re not just a fit for the role but also genuinely interested in the work.
✨Showcase Your Organisational Skills
Prepare examples from your past experience where you successfully managed documentation or compliance records. Highlight how you maintained accuracy and attention to detail, as these are crucial for a Document Controller. Use the STAR method (Situation, Task, Action, Result) to structure your responses.
✨Ask Insightful Questions
At the end of the interview, don’t hesitate to ask questions about the company’s document management systems or their approach to compliance. This demonstrates your enthusiasm for the role and helps you gauge if the company is the right fit for you.
✨Be Proactive and Professional
During the interview, convey your proactive nature and reliability. Share instances where you took the initiative to improve processes or resolve issues. This aligns perfectly with the expectations for a Document Controller and shows you can contribute positively to the team.
