Document Controller - Glasgow in Westminster

The Document Controller is responsible for the day-to-day control, administration, and monitoring of project information within the Common Data Environment (CDE). The role ensures that drawings, models, documents, and data are received, checked, issued, distributed, and archived correctly, so that project teams can rely on information being current, controlled, and available to the right people at the right time.

Operating under the direction of the Information Manager, the Document Controller forms a core part of the Project Management team, acting as the project's information nerve centre. Done well, this role provides confidence, visibility, and early warning — not just file handling. This is an operational, delivery-focused role. While the Document Controller does not define information strategy or governance, the effectiveness of information management in practice depends on the discipline, consistency, and judgement applied in this role every day.

Some of the key deliverables in this role will include:

• Common Data Environment (CDE) Operation
  • Operate and administer project Common Data Environments in line with agreed information-management procedures.
  • Support projects operating on widely used UK CDE platforms, which may include: Viewpoint for Projects, Aconex, Dalux, Asite, ProjectWise.
  • Ensure information moves correctly through defined states (e.g. work in progress, shared, review, approval, published), without bypassing agreed controls.
  • Maintain clear separation between current, superseded, and archived information, ensuring teams are never exposed to outdated or unauthorised data.
• Information Receipt, Issue & Distribution
  • Receive information from internal teams and external parties in line with agreed exchange procedures.
  • Carry out initial checks to confirm that submissions are: correctly named and coded, issued with the correct status and revision, submitted in the correct format and location.
  • Issue and distribute information through the CDE in a controlled and auditable manner, maintaining accurate records of what was issued, when, and to whom.
  • Prevent uncontrolled or informal issue of information that could introduce risk to programme, quality, or construction activities.
• Naming, Status & Revision Control
  • Apply agreed naming conventions, status codes, and revision logic consistently across all project information.
  • Ensure that superseded or withdrawn information is clearly identified and removed from active circulation.
  • Maintain accurate revision histories that demonstrate the status of information at any point in time.
  • Support project teams by identifying and correcting naming or status issues before information is released for use, protecting the project from silent errors and confusion.
• Information Registers, Tracking & Visibility
  • Maintain accurate information registers, transmittals, and distribution logs within the CDE.
  • Track what information is due, when it is expected, and from whom, in line with agreed delivery plans.
  • Provide clear visibility to Project Managers on: information received, information outstanding or late, submissions at risk, information awaiting review or approval.
• Proactive Information Control & Early Warning
  • Actively monitor information flows and identify risks such as: late or missing submissions, repeated re-issues due to incorrect status or naming, bottlenecks in review or approval, inconsistent behaviour across suppliers.
  • Escalate emerging risks to the Information Manager early, with clear facts and supporting evidence.
  • Support a proactive document-control culture, where information deliverables are treated with the same importance as programme activities or physical outputs.
• Collaboration & Project Integration
  • Work closely with Project Managers and Engineers, External consultants and suppliers.
  • Participate in project meetings where required, providing concise updates on information status and risks.
  • Act as the first point of contact for day-to-day information-control queries, reinforcing agreed processes calmly and consistently.

What we're looking for:

• Essential: Experience working in a document control role within design, engineering, or construction environments.
• Practical experience using one or more industry-standard CDE platforms.
• Strong understanding of controlled information workflows, including issue, review, approval, and revision.
• High attention to detail and confidence managing information under time pressure.

Desirable:

• Experience supporting projects operating under ISO 19650-aligned principles.
• Experience working across multiple projects concurrently.
• Familiarity with information-delivery planning and progress tracking.

Why Join Us?

At Freedom, we believe in attracting and retaining the best talent by offering great benefits and career progression opportunities, including: Pension with up to 8% employer contribution, Car Allowance, Private Medical Insurance, Personal Wellbeing and Volunteer Days, Salary Sacrifice Car Scheme (Hybrid/Electric Vehicle), Flexible benefits (e.g., Dental Insurance, Gym Memberships, Tax-Free Bikes), Ongoing Training & Development Programme.

Next Steps:

As a business, we're on a journey to build on our culture where everyone is included, treated fairly and with respect. This starts with recruitment and how we bring people into the organisation. We'll do our best to outline the recruitment process to you ahead of time with plenty of notice. If you require any accommodations to participate in the application or interview process, please let us know and we will work with you to ensure your needs are met.