Document Controller in Newcastle upon Tyne

The Document Controller provides essential document control support to projects and operational teams. The role focuses on the accurate receipt, control, distribution, and maintenance of project and corporate documentation in line with established procedures, quality standards, and contractual requirements. This is an intermediate-level role, suited to a Document Controller with solid experience who can work independently on assigned tasks and contribute reliably within a wider document control team.

Key responsibilities and duties include:

• Receive, register, distribute, and archive project documentation in accordance with Document Control procedures
• Maintain document registers and metadata within the document management system (DMS)
• Ensure correct version control, naming conventions, and status codes are applied at all times
• Manage incoming and outgoing correspondence, including transmittals, workflows, and acknowledgements
• Support project teams by providing accurate and timely access to controlled documents
• Liaise with internal stakeholders (engineering, commercial, project management, quality) regarding document queries
• Assist with document handover, close‑out, and archiving activities
• Carry out routine document audits and identify anomalies or non‑compliance
• Escalate issues, errors, or risks to senior Document Control colleagues where appropriate
• Support continuous improvement of document control processes and best practice

Candidate specification

The Document Controller is expected to demonstrate the following:

Professional Experience

• Typically, 2–5 years’ experience in a Document Control role within an engineering, construction, infrastructure, energy, or consultancy environment
• Experience working on live projects with defined document control procedures and deadlines

Autonomy & Judgement

• Able to work independently on day‑to‑day document control activities
• Understands when to elevate issues beyond own authority
• Applies procedures consistently with minimal supervision

Knowledge & Understanding

• Good understanding of document lifecycles, revision control, and audit requirements
• Aware of ISO‑aligned quality management principles (e.g. ISO 9001)
• Understanding of contractual document numbering, transmittals, and status codes

Document Control Systems & Software

The postholder should have hands‑on experience with one or more of the following (or equivalent systems):

• Common Data Environments (CDEs) such as: Aconex, Asite, Viewpoint for Projects (4Projects), Bentley ProjectWise, Autodesk Construction Cloud / BIM 360, SharePoint (structured libraries and metadata)
• Office & Supporting Tools: Microsoft Excel (document registers, trackers, basic formulas), Microsoft Outlook (workflow coordination, formal correspondence), Microsoft Word and PDF editing tools (e.g. Adobe Acrobat)

Desirable

• Experience with BIM‑enabled or design‑led environments

Equality, diversity, and inclusion

We put equality, diversity, and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they can contribute.

Accessibility

We want you to perform your best at every stage in the recruitment process. If you are disabled or need any support to enable you to apply or attend an interview, please contact us at reasonable.adjustments@mottmac.com and we will talk to you about how we can support you.

Benefits

• Financial wellbeing: We match employee pension contributions between 4.5% and 7%. Life assurance equal up to 4 x your basic salary, with an option to increase the level of cover to 6 x your salary. Our income protection scheme provides a financial benefit, as well as absence and return to work support due to long‑term illness or injury. Flexible benefits, including increased life assurance cover, critical illness insurance, payroll saving and will writing. As an independently owned business we share the financial success of the business with all our colleagues in various ways including annual bonus schemes.
• Employee Ownership: Our employee ownership model means no external investors, just us, creating a culture of shared success. Our employees have a stake and a voice in our business, giving them a direct connection to our success through personal and group performance bonuses. As your career grows, so does your stake, recognising your long‑term impact and contribution. Your voice matters, with the opportunity to connect directly with senior leadership through formal channels to help shape our future. For our senior roles you will have a direct pathway towards ownership from day one.
• Health and wellbeing: Private medical insurance for all UK colleagues. Health cash plan to support you with everyday health costs and treatments. Access to Peppy, providing free support from menopause experts for all UK colleagues. A variety of wellbeing support is available through our comprehensive wellbeing program, including access for you and your family. Ability to flex your salary to opt into a wide range of health benefits, many of which can be extended to your family too.
• Lifestyle: A minimum of 33‑35 days holiday each year, inclusive of public holidays and dependent on level, with the ability to buy or sell leave through our flexible benefits programme. Holiday entitlement increased to a minimum of 35 days after 5 years’ service. Variety of employee saving schemes and discounts from high‑street retailers.
• Enhanced family and carers leave: Enhanced family leave policies, including 26 weeks paid maternity and adoption leave, and two weeks paid paternity/partner leave. Our shared parental leave matches maternity leave meaning we pay up to 24 weeks at full pay. Up to five additional days leave are provided for those with significant caring responsibilities, two of which are paid.
• Learning and development: Primary annual professional institution subscription. A broad range of opportunities to enhance both technical and soft skills through mentoring, formal training, and self‑development options.
• Networks, communities, and social outcomes: Join a wide range of groups including our Advanced Employee Networks which support our LGBTQ+, gender, race and ethnicity, disability, and parents/carers communities. Make a difference within our communities through our social outcomes.

Location(s): Glasgow, GB; Leeds, GB; Newcastle Upon Tyne, GB; Bristol, GB; Croydon, GB; Liverpool, GB; Manchester, GB; Edinburgh, GB; Cambridge, GB; London, GB; Reading, GB; Birmingham, GB; Southampton, GB

Contract Type: Permanent

Work Pattern: Full Time

Market: Various

Discipline: Other

Job Ref: 14726