Senior Document Controller

Job Title: Project Document Controller & Assistant
Location:

London (Hybrid working possible)
Department:

Capital Projects / Engineering / Project Delivery Office
Reports to:

Project Manager / Project Director
Status:

Full-Time
Start Date:

Ideally by August 2025 for onboarding and handover
Vacancy Status:

Open – Actively Hiring

Position Summary:
We are seeking a highly organised and proactive

Project Document Controller & Assistant

to join our project delivery team in London. The role is vital in supporting large-scale capital projects within our pharmaceutical operations. You will be responsible for managing project documentation and providing administrative support to the wider team, ensuring smooth day-to-day operations and project compliance.
The ideal candidate is detail-oriented, reliable, tech-savvy, and capable of handling confidential information while coordinating with internal and external stakeholders.

Key Responsibilities:
Document Control (approx. 70–80%):
Act as the primary administrator and point of contact for the project document control platform (e.g., Aconex, Asite, SharePoint, or equivalent).
Maintain and update the document management system, ensuring proper version control, metadata tagging, and audit readiness.
Coordinate document workflows: issue, review, approval, and distribution.
Ensure all project documentation is accurately filed and organised in accordance with internal procedures and industry standards.
Provide support during audits and project reviews by retrieving or compiling documentation.
Train or support project team members and suppliers on document submission protocols.
Administrative & Team Support (approx. 20–30%):
Assist with meeting coordination: scheduling, agenda preparation, note-taking, and follow-ups.
Coordinate travel arrangements and logistics for the project team and visitors.
Support internal expense submissions and vendor invoice processing in line with corporate policies.
Maintain up-to-date team contact lists, project calendars, and resource trackers.
Provide ad hoc support to project managers and engineers as required.

Required Qualifications & Skills:
Proven experience in a similar role in a project environment, ideally within engineering, construction, or pharmaceutical industries.
Strong working knowledge of document control systems (e.g., Aconex, Viewpoint, SharePoint, or similar platforms).
Excellent organizational skills with high attention to detail and accuracy.
Strong verbal and written communication skills in English.
Proficiency with Microsoft Office Suite (Excel, Outlook, Word, Teams, PowerPoint).
Ability to handle sensitive information confidentially and professionally.
Capable of working independently and managing multiple priorities.
Right to work in the UK.

Preferred Attributes:
Experience supporting GMP/GxP or other regulated environments.
Familiarity with construction/engineering document lifecycles and transmittal processes.
Strong interpersonal skills and a proactive, team-oriented attitude.
Willingness to learn and grow into more responsibilities within the project.