Secure Document Controller - PMO & Information Management

Pontoon is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive.

Job Title: Secure Document Controller - PMO & Information Management

Location: Warwick / occasional travel to office

Contract Type: 6 months contract with scope to extend

Role Overview

This role sits within a major infrastructure transformation programme and is responsible for the control, governance, and secure handling of sensitive, confidential, and encrypted project documentation and information.

Working within a structured PMO and project controls environment, the Document Controller ensures that all programme information is correctly classified, securely managed, version-controlled, and fully auditable across the project lifecycle.

This role is critical to maintaining information integrity, compliance, and governance standards across all project documentation, including regulated and protectively marked materials.

Key Responsibilities

Secure Document Control & Governance

Manage the full lifecycle of controlled and sensitive programme documentation
Ensure all documents are correctly classified, versioned, and securely stored
Maintain strict adherence to document control procedures for protectively marked / confidential information
Control document distribution, access permissions, and encryption compliance
Ensure traceability of all document changes and approvalsInformation Management & PMO Support

Maintain structured document repositories and controlled data environments (e.g. SharePoint / CDE platforms)
Support PMO governance processes through accurate documentation control
Maintain registers, logs, and information tracking systems (RAID, change logs, action trackers)
Support audit readiness by ensuring all records are complete, consistent, and retrievableData Integrity & Quality Assurance

Conduct routine quality checks on documentation and data records
Identify and resolve inconsistencies in document versions, metadata, and classification
Escalate data integrity or compliance risks to PMO leadership
Support continuous improvement of document control processesSecure Digital & BIM-Related Information Handling

Coordinate secure submission, storage, and retrieval of digital project information
Maintain controlled records relating to model/data submissions where applicable
Track document/model status through review and approval workflows
Ensure secure handling of digital outputs from design and engineering teams(This is coordination and control-focused - not technical BIM production)

Stakeholder & Supplier Information Control

Act as the primary point of contact for document control queries across project teams and suppliers
Manage secure access requests and permissions for controlled systems
Support onboarding/offboarding relating to information access rights
Ensure external parties comply with programme information control standards

Skills & Experience

Essential

Proven experience as a Document Controller in a project, programme, or infrastructure environment
Strong understanding of secure document handling, confidentiality, and access control
Experience working with controlled or sensitive information (e.g. protectively marked data)
Strong knowledge of document management systems (SharePoint, Aconex, A-Site, or similar CDE platforms)
High attention to detail and strong organisational discipline
Experience maintaining version control, metadata standards, and audit trailsDesirable

Experience in regulated sectors (utilities, defence, rail, energy, construction)
Familiarity with ISO 19650 information management principles
Exposure to BIM/digital engineering information workflows (administrative support only)
Experience supporting audits or compliance reviews
Experience handling encrypted or security-controlled documentation environmentsKey Performance Indicators

Accuracy and compliance of document classification and version control
Timeliness of document processing and distribution
Audit readiness of document repositories
Reduction in document errors, duplication, or misclassification
Compliance with secure information handling procedures

Apply now!

Please be advised: if you haven't heard from us within 48 hours, then unfortunately your application has not been successful on this occasion. We may, however, keep your details on file for any suitable future vacancies and contact you accordingly.

We use generative AI tools to support our candidate screening process. This helps us ensure a fair, consistent, and efficient experience for all applicants. Rest assured, all final decisions are made by our hiring team, and your application will be reviewed with care and attention