Document Controller

MB944: Document Controller
Location: Inverness
Salary: £35,000 – £38,000
Working Hours: Monday to Friday, 37.5 hours per week
Additional Company Benefits: Exceptional Career Development Opportunities, Company Car/Car Allowance (Depending on job grade), Pension matched up to 8%, 25 days annual leave – plus holiday (opportunity to buy/sell leave will be implemented from January 2026), Private medical insurance, Free 24/7 EAP

Overview:

First Military Recruitment is proudly working in partnership with a fantastic national construction business who are looking to recruit a Document Controller on a permanent basis due to growth based at either their Inverness depot.

Duties and Responsibilities:

• Manage and be responsible for the project document control system including maintenance of the project Electronic Data Management System (EDMS) and/or Common Data Environment (CDE).
• Manage documentation to be submitted to the Client’s EDMS / CDE.
• Upload documentation to Themis EDMS.
• Issue documentation to clients / subcontractors as required.
• Maintain accurate distribution lists and have a clear understanding of the personnel involved with the project and the documents they need access
• Carry out regular reviews / audits of the EDMS to ensure that documentation is being correctly handled
• Control the document management system including issuing document numbers in accordance with the document numbering system.
• Carry out Basic Quality Checks on Documents.
• Maintain document logs and prepare reports on document control matters as required.
• Hardcopy & Security
• Manage incoming and outgoing post, ensuring its correct distribution, filing and entry into the project EDMS / CDE.
• Manage hard copy when required.
• Assist other project members in correctly managing and filing hardcopy documents
• Review / Audit Hardcopy to ensure that they are properly maintained by their owners and report discrepancies to the Project Quality Lead
• Manage Information Transmittals to external parties and ensure that records of the transmittals are suitably logged and filed.
• Act as the guardian of all records and maintain security of sensitive documents.
• Track Key Project deliverables (including dates of issue / return) and notify project team members if responses are due / overdue.
• Track Timebound documents (TQs / PMIs etc.) and notify the relevant process owners of due and overdue documents
• Assist process owners in chasing up relevant documents.
• Manage document storage process and ensure that the documents are correctly stored and transported to head office for long time storage.
• Assist the project in preparing documentation for archive as needed.
• Ensure all relevant project documentation is captured

Skills and Experience:

• Comprehensive understanding of project administration procedures, particularly document control
• Comprehensive understanding of document control processes and procedures including knowledge of ISO 19650 (National Annex A) – document numbering
• Computer literate (Particularly Excel and Word)
• Familiarity with using EDMS systems (Themis/Interaxo/Teams/Projectwise/4Projects/A-Site e.t.c)
• Basic understanding of a CDE (BIM) Environment and its implications
• Basic understanding of Integrated Management System (IMS)
• Basic understanding of the project delivery objectives
• Understanding of the purpose and importance of accurate document control in a commercial and assurance context

MB944: Document Controller
Location: Inverness
Salary: £35,000 – £38,000
Working Hours: Monday to Friday, 37.5 hours per week
Additional Company Benefits: Exceptional Career Development Opportunities, Company Car/Car Allowance (Depending on job grade), Pension matched up to 8%, 25 days annual leave – plus holiday (opportunity to buy/sell leave will be implemented from January 2026), Private medical insurance, Free 24/7 EAP