Document Controller

Wood is recruiting for a Document Controller to join its Process & Energy team, focusing on collection, distribution, retention and archiving of documents through Electronic Document Management Systems (EDMS), management of site facility drawings and information requests, and work processes on large scale EPCm projects in the Life Sciences industry. This role is based at a client site in Ayrshire and is a permanent staff role.

All employment is subject to completion of mandatory pre‑employment screening checks relevant to this role.

Wood is a global leader in consulting and engineering, helping to unlock solutions to critical challenges in energy and materials markets. We provide consulting, projects and operations solutions in 60 countries, employing around 35,000 people, and we are committed to a culture of innovation and continuous professional development.

• Meaningful and interesting projects delivered to leaders of industry across renewables and emerging energy sectors
• Commitment to Diversity and Inclusion across our business
• Competitive salary with regular reviews in line with market expectations
• Flexible benefits package, including 33 days annual leave (with public holidays), a generous contributory pension scheme, private medical cover, and life insurance on a 4× base salary basis
• Commitment to continued professional development with bespoke career plans
• Global connections, working with experts around the world to shape industry standards

• Manage EDMS access by creating user accounts, assisting users, and maintaining current lists
• Act as subject matter expert for EDMS queries, document control procedures, and provide regular training
• Conduct quality checks to ensure documentation complies with company and client requirements before issuance or storage
• Upload and maintain project documents in the EDMS to meet QA requirements
• Register and transmit internal, supplier, third‑party and client documentation for the project
• Ensure client documentation is transmitted as per requirements and expediently
• Manage archiving of project records in hard copy and electronic formats, ensuring proper identification, indexing, transfer, storage, protection, retrieval, retention and disposition
• Provide hard‑copy services including scanning, printing and copying of project documentation where required
• Ensure document management procedures satisfy project, client and regulatory requirements
• Monitor progress of in‑house and client reviews, expediting communication as needed
• Run document control reports, produce exception reports and other reports for Project Management review
• Contribute to compilation of construction work packs, final project dossiers, as‑built portfolios and archiving
• Oversee and prioritise incoming requests for facility drawing updates and information
• Coordinate accurate and timely updates to site facility drawings based on new scopes, maintenance activities and stakeholder feedback
• Respond to information requests from stakeholders, ensuring accurate and timely data
• Manage storage of supplier documentation for easy access and proper archiving
• Facilitate transfer of facility drawing data to digital systems, ensuring accuracy and completeness
• Collaborate with engineering, maintenance, design and construction teams to keep drawings current and communicate progress efficiently; liaise on piping line numbers and mechanical equipment tag numbers with maintenance planners
• Implement quality checks for accuracy and reliability of facility drawings
• Develop and refine processes for managing facility drawings to enhance efficiency and reduce errors, including maintenance of systems such as SharePoint, Power Automate, Power BI, Smart Plant Engineering Content Management System and Microsoft Teams File Shares
• Ensure all activities comply with relevant standards, procedures and regulations

• Knowledge of MS Office and Adobe products
• Knowledge of SharePoint, Documentum, Fusion Live, Smart Plant or similar EDMS platforms
• Communication skills—both written and verbal
• Proficiency in word processing, spreadsheets, database applications and EDMS
• Prefe…