Document Controller

Role Overview

Provide accurate and consistent document control across Sudlows’ M&E project portfolio. Working within the central PMO team, ensure project information is registered, issued, tracked and retained so that teams can access the correct information throughout design, procurement, installation, commissioning and handover.

Support Project Managers and the wider PMO by maintaining clear records, following up outstanding submissions and providing visibility of document status, approaching deadlines and missing information.

Line Manager: Operations Manager

Department: Central Project Management Office

Location: Office based, Manchester and/or Oldham

Key relationships: Project Managers, site teams, design, commercial, SHEQ, commissioning teams, clients, consultants and subcontractors.

Key Accountabilities

Document control and information management

Set up and maintain project folders, document registers, distribution lists and workflows in line with Sudlows procedures and each client’s requirements.

Receive, register, upload and issue drawings, specifications, technical submissions, schedules, reports and correspondence through the agreed electronic document management system or common data environment.

Check document numbers, titles, revisions, status codes, file formats and submission details before issue; return incomplete or incorrectly formatted information to the originator.

Maintain revision histories and issue records, archive superseded information and help site teams access the latest authorised documents.

Record formal transmittals, client comments and review outcomes, maintaining a traceable record of what was issued, to whom and when.

Apply agreed access permissions and handle confidential project and commercial information appropriately.

General responsibilities

Follow company quality, health and safety, information security and confidentiality procedures. Undertake training and other reasonable duties consistent with the role, and contribute to a positive, supportive working environment.

The above outlines the key accountabilities of the position; however, this cannot be comprehensive and other duties, as directed by the company and within the job holder’s capabilities, may be required.

Project coordination and PMO support

Maintain trackers for drawings, technical submissions, requests for information, approvals, actions and outstanding deliverables across allocated projects.

Coordinate submission and review dates with Project Managers, designers, consultants and subcontractors; follow up overdue responses and escalate risks to agreed milestones.

Track review comments through resubmission and closure, ensuring the responsible author receives consolidated feedback.

Prepare document status reports for PMO and project meetings, highlighting overdue items, rejected submissions, missing information and upcoming deadlines.

Support project meetings by preparing document packs, recording minutes and maintaining action logs where required.

Maintain controlled records of instructions, changes and variations, linking supporting documents to the relevant register and approval trail.

Help project teams and subcontractors use the agreed systems, naming conventions and submission procedures consistently.

M&E documentation and project handover

Coordinate the collection and control of all drawings, equipment schedules, product data, technical submittals, inspection records and installation documentation.

Establish handover document schedules early with the Project Manager and commissioning team, identifying required information, responsible owners and submission dates.

Collate operation and maintenance manuals, as installed drawings, asset registers, test certificates, commissioning results, warranties, training records and relevant health and safety file information.

Check handover submissions against agreed indexes and client requirements for completeness, consistency and presentation; refer technical queries to the responsible engineer or manager.

Follow up missing or incomplete subcontractor and supplier information, track comments and coordinate final submissions within the project programme.

Record client receipt and acceptance status and maintain an accessible final project archive in line with company retention procedures.

Quality and continuous improvement

Support internal and client audits by retrieving records and demonstrating document traceability. Identify recurring errors, improve templates and workflows with the PMO team, and raise document control issues that could affect safety, quality, programme or handover.

The role checks document control compliance and completeness. Technical approval, design acceptance and authorisation of changes remain with the appointed engineers, managers and client representatives.

Person Specification

Essential experience and skills

Experience in document control within construction, engineering, building services or a comparable project delivery environment.

Practical understanding of document numbering, revision control, transmittals, approval workflows and document registers.

Experience using electronic document management systems and confidence working with Microsoft Word, Excel, Outlook, Teams and PDF tools.

Strong attention to detail, with the ability to maintain accurate records and check large volumes of information.

Good organisational skills and the ability to prioritise competing deadlines across several projects.

Clear written and verbal communication, with confidence following up outstanding actions and escalating issues constructively.

A proactive, collaborative approach and the ability to work independently while supporting the wider PMO team.

Appropriate qualifications in administration, business support or document control, or equivalent practical experience.

Desirable experience and knowledge

Experience working for an M&E contractor and familiarity with mechanical and electrical drawings and project terminology.

Experience compiling O&M manuals, as installed information, asset registers and commissioning or handover records.

Experience using platforms such as Aconex, Asite, Viewpoint, Autodesk Construction Cloud or SharePoint.

Awareness of BIM information management processes, common data environments and project information standards.

Experience supporting a central PMO or managing document control across multiple projects, including live operational or critical infrastructure environments