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Maintain revision histories and issue records, archive superseded information and help site teams access the latest authorised documents.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