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