Document Controller

Provide professional Document Control support to the Xodus business, ensuring project documentation is managed accurately, consistently and efficiently to support successful project delivery and compliance with company procedures and client requirements.

The role is responsible for the day-to day management of project documentation, maintaining document integrity, supporting project teams and ensuring information is accessible and controlled throughout the project lifecycle.  Working collaboratively with stakeholders across the business, the Document Controller will build strong working relationships, provide guidance and support, and promote the consistent application of document control practices to enable successful project delivery.

Key Responsibilities

• Provide professional document control support and guidance to project teams and stakeholders.
• Create, maintain, and update project Master Document Registers (MDRs), primarily using Microsoft Excel.
• Ensure documents are correctly numbered, formatted, reviewed, approved, issued, and archived in accordance with company and client requirements.
• Process incoming and outgoing documentation, ensuring accurate logging, distribution, and tracking.
• Prepare and issue document transmittals to clients, suppliers, and project stakeholders. Ensure the timely distribution and transmission of project documentation.
• Maintain project filing structures within SharePoint and network drives.
• Access and utilise client Electronic Document Management Systems (EDMS).
• Ensure the timely distribution and transmission of project documentation.
• Support continuous improvement of document control processes and ways of working.

Required Experience/Skills/Behaviours:

Experience:

• Proven experience in a document control role.

Skills:

• Demonstrable experience of document control principles and processes, including document numbering, revision control, workflows, transmittals, and filing structures.
• Ability to interpret and apply document control procedures, standards and client requirements.
• Strong customer service and communication skills, both in person and remotely.
• Proficient in Microsoft Office, including Excel, Word, PowerPoint, Outlook and Teams
• Knowledge of SharePoint and electronic document management systems.
• Strong organisational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Ability to quickly learn and effectively use new software and company-standard systems.
• Strong problem-solving skills with the ability to prioritise workload and adapt to changing business requirements.
• Clear and effective written and verbal communication skills.

Behaviours:

• Strong attention to detail and commitment to accuracy.
• Builds strong working relationships across the business, taking a collaborative and supportive approach to promoting effective document control practices.
• Proactive, flexible, and solutions focused.
• Professional, reliable, and accountable.
• Able to work independently while contributing effectively as part of a team.