Document Control Specialist in Caldicot

OverviewXylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world\’s most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions.

Document Control Specialist

Location: Caldicot, UK

We are looking for a highly organised and detail‐driven Document Control Specialist to maintain and enhance our business document management processes. You will manage the full document lifecycle—ensuring accuracy, traceability, compliance, and timely delivery of documentation across the business.

This is a central role working closely with Engineering, Project Management, QA/QC, and Client Document Controllers. You\’ll help ensure our project documentation is accurate, compliant, and delivered on time, while also identifying opportunities for process improvement.

Key Responsibilities

Manage day‐to‐day operations of the document management system (Vault Office).

Maintain Supplier Document Requirement Lists (SDRLs) and administer all incoming/outgoing document transmittals for clients and suppliers.

Distribute Engineering Change Notes (ECNs) and expedite ECN/ECR activities as required.

Support QA/QC documentation processes to ensure compliance with standards.

Raise and assign project tasks to support daily workflows and project meetings.

Interface directly with Client Document Controllers to resolve documentation issues.

Compile project documentation packages within required timeframes.

Execute workflow tasks efficiently and meet deadlines set by departmental engineers.

Interpret and communicate client documentation requirements and changes.

Verify outgoing documentation against project specifications prior to release.

Facilitate communication between departments to maintain project momentum.

Participate in internal and external audits.

Promote continuous improvement by standardising processes and implementing improvements.

Respond to internal requests for legacy document retrieval.

Support colleagues across the business in using the document management system.

About YouYou\’ll thrive in this role if you are:

Highly organised with strong attention to detail

Proactive, collaborative, and comfortable working with multiple teams

Confident with document management systems (experience with Vault Office is a plus)

Motivated to improve processes and champion best practice

Able to manage competing priorities and meet deadlines in a fast‐paced environment

Join the global Xylem team to be a part of innovative technology solutions transforming water usage, conservation, and re-use. Our products impact public utilities, industrial sectors, residential areas, and commercial buildings, with a commitment to providing smart metering, network technologies, and advanced analytics for water, electric, and gas utilities. Partner with us in creating a world where water challenges are met with ingenuity and dedication; where we recognize the power of inclusion and belonging in driving innovation and allowing us to compete more effectively around the world.

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