Retrofit Document Controller

United Infrastructure is a dynamic and rapidly expanding business, focused on delivering critical infrastructure projects, across the utility and social infrastructure sectors.

Our team of highly skilled and hardworking specialists deliver innovative solutions to the complex challenges our clients face.

Our company is split into two business areas:

Our team of Utility Infrastructure specialists design, build and maintain critical water, energy (gas), power and telecoms infrastructure, for the UK’s largest network owners and operators.

Our team of Social Infrastructure specialists revitalise homes and communities by carrying out a wide range of work, from retrofit to refurbishment, and maintenance.

At United Infrastructure, we are committed to making every interaction a positive and inclusive experience. If there is anything we can do to support you, remove barriers, or make the process more accessible, please let us know - we want this to be the best possible experience for you.

The Retrofit Document Controller is responsible for the effective management, control, distribution, and maintenance of all project documentation associated with retrofit, decarbonisation, energy efficiency, and planned investment programmes.

The role ensures that project information is accurately recorded, securely stored, and readily accessible, supporting compliance with PAS 2035, funding requirements, quality standards, and organisational procedures.

The postholder will work closely with Retrofit Coordinators, Retrofit Assessors, Project Managers, Design Teams, Contractors, and external stakeholders to maintain document control processes throughout the lifecycle of retrofit projects.

• Maintain and manage all retrofit project documentation within the organisation’s document management systems.
• Ensure documents are correctly logged, categorised, version controlled, and distributed.
• Establish and maintain project filing structures in line with company standards.
• Monitor document workflows to ensure timely review, approval, and issue of project information.
• Archive and retrieve project records as required.
• Maintain accurate audit trails for all project documentation.

• Ensure document control processes comply with PAS 2035 requirements and relevant funding programme requirements.
• Support project teams in maintaining accurate records for quality assurance and compliance audits.
• Verify that mandatory retrofit documentation is complete, current, and appropriately authorised.
• Assist with internal and external audits by providing documentation and evidence packs.
• Monitor document retention periods and ensure compliance with GDPR and organisational policies.

• Support Retrofit Coordinators and Project Managers in the preparation and submission of project documentation.
• Track key deliverables including assessments, improvement plans, risk assessments, design documents, monitoring reports, and completion certificates.
• Produce and maintain document registers and project trackers.
• Coordinate document submissions between internal teams, consultants, contractors, and funding bodies.
• Support mobilisation and handover activities for retrofit projects.
• Assist in stakeholder meetings to ensure project compliance.

• Generate regular reports on document status, outstanding actions, approvals, and project compliance.
• Maintain project dashboards and trackers to monitor workflow progress.
• Identify documentation risks and elevate issues where required.
• Assist in developing and improving document control procedures and systems.
• Provide administrative support relating to project documentation and records management.

• Act as the primary point of contact for document control enquiries.
• Liaise with internal departments, contractors, consultants, and external stakeholders regarding document submissions and status updates.
• Promote best practice document management across retrofit teams.

• Experience working in a document control, project administration, or information management role. Proficient in the implementation of Pashub for compliance and Document control.
• Experience managing large volumes of project documentation.
• Strong understanding of document control principles, including version control and audit trails.
• Proficiency in Microsoft Office 365…