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: Competitive pay, hybrid work options, 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 with strong organisational skills.
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
- Document Control & Records Management
- 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: KineticPlc
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 for various projects. Enjoy a supportive work culture that prioritises employee growth through continuous improvement initiatives and hybrid working opportunities, ensuring a balanced work-life environment. With competitive pay and a commitment to compliance and quality, this role offers a meaningful career path in a thriving industry.
StudySmarter Expert Advice🤫
We think this is how you could land Document Controller in Gateshead
✨Networking in the Right Circles
Dive into communities focused on building systems and supply engineering. Join LinkedIn groups, attend industry-specific trade shows, and don’t shy away from local meetups. These are golden opportunities to connect with industry professionals who could help you land that full-time role at places like KineticPlc.
✨Showcase Your Projects
If you've worked on any projects—big or small—related to building systems, make sure to showcase them! Creating a portfolio or a detailed case study on your approach can do wonders. It’s all about showing prospective employers, like KineticPlc, that you’ve got hands-on experience and a solid understanding of the field.
✨Leverage University Resources
Are you still connected with your university? Tap into their career services! Many universities have relationships with firms in the building systems sector and can provide leads on exclusive job openings. This could be your ticket to landing the full-time job you want.
✨Get Involved in Professional Bodies
Consider joining professional organisations related to building systems and supply engineering. These often have job boards, career development events, and networking opportunities. Engaging with these can significantly increase your visibility to firms like KineticPlc and may help you secure that full-time position sooner!
We think you need these skills to ace Document Controller in Gateshead
Some tips for your application 🫡
Showcase Your Engineering Skills:In the building systems supply engineering field, make sure to highlight your technical skills in your CV. Include any relevant software certifications or engineering tools you’re proficient with. Demonstrating your ability to use industry-specific technologies can really set you apart!
Quantify Your Achievements:Employers love to see how you've made an impact in your previous roles. When detailing your work experience, try to include quantifiable achievements—like how you improved a system’s efficiency by a percentage or managed a project that saved your last company X amount. This shows you're results-driven and could help us at KineticPlc.
Tailor Your Cover Letter:Don’t just reuse the same old cover letter! Personalise it for the Document Controller role at KineticPlc. Talk about your passion for building systems and why this position excites you. We want to see your personality shine through and how you envision contributing to our team.
Include Relevant Projects:If you’ve worked on specific projects related to building systems supply engineering, don’t forget to mention them! Include any reports or case studies that showcase your problem-solving abilities and project management skills. This portfolio of work can really illustrate your expertise to us.
How to prepare for a job interview at KineticPlc
✨Know Your Technical Stuff
For a role in building systems supply engineering, make sure you're clued up about the latest technologies and tools in the field. Brush up on your knowledge of HVAC systems, plumbing, electrical layouts, and any relevant software used in modelling or design.
✨Showcase Real Projects
Since this is a full-time position, the interviewers will be keen to see your relevant experience. Bring along a portfolio that highlights the projects you've worked on, focusing on your role and the impact you had. Be ready to discuss the challenges faced and how you overcame them.
✨Prepare for Scenario-Based Questions
Expect some scenario-based questions during your interview. They may ask how you would approach a specific design challenge or troubleshoot an existing system. Think about examples from your past work where you successfully tackled problems, and be ready to articulate your thought process.
✨Understand the Industry Landscape
It's crucial to have a good grasp of the current trends affecting building systems, like sustainable engineering practices or smart technology integration. Familiarise yourself with recent advancements and be prepared to discuss how they might influence your work at KineticPlc.
