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Senior Document Controller

IT Staff - Executive Search
City of London
1 month ago
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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 proactiveProject Document Controller & Assistantto 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, PIMS, 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; working to design new processes for optimise efficiency.
  • Ensure all project documentation is accurately filed and organised in accordance with internal procedures and industry standards. Assist internal and external stakeholders to ensure complete and up-to-date documentation submission.
  • Provide support during audits and project reviews by retrieving or compiling documentation.
  • Manage submission milestones, manage RFI logs and approval chains to ensure relevant personnel are notified appropriately to aid timely completion.
  • Onboard new Project team members; train and support to use documentation management systems, document submission and review protocols. Develop guides and training resources on key functions and processes utilised by the Project.
  • Monitor and ensure appropriate access permissions for Project Team members.
  • Help the Main Contractor to manage the systems list, RFI log, punches.
  • Support Project managers in updating the Project Execution Plan and in developing a turnover & commissioning plan.



Administrative & Team Support (approx. 20–30%):

  • Assist with meeting coordination: scheduling, agenda preparation, presentations, note-taking, and follow-ups, assigning and monitoring actions, guest registration and support, catered lunches, ad-hoc dinner reservations and team building events.
  • Retain general project knowledge; be able to support meeting and workshop facilitation, relay information, key decisions, actions to be taken and highlight concerns.
  • Maintain up-to-date team contact lists, project calendars, availability, action and resource trackers.
  • Coordinate travel arrangements and logistics for the project team and visitors.
  • Support internal expense submissions and vendor invoice processing in line with corporate policies.
  • 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, PIMS or similar platforms).
  • Excellent organisational 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.

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