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About the Role

The Trainee Document Controller will play a vital role in this team, contributing to efficient document control, data management, and overall project success.

Responsibilities

Process, catalogue and store documents in physical or digital formats, ensuring they are accessible and correctly filed.
Manage the lifecycle of documents, including creation, revisions, approval, distribution and archiving, in alignment with project and company standards.
Maintain a standard, structured folder system.
Ensure that all documents adhere to company policies, project and client requirements.
Track project document control status to ensure sites meet the relevant timescales.
Ensure the correct naming conventions, META data and other attributes are used and maintained.
Scan and upload paper documentation onto iCosnet/Project wise, requiring regular visits to ensure kept up to date.
Register, track and distribute for approval all documentation submissions by the Contract teams (e.g., Comments sheets, RFI’s).
Transfer key deliverables from iCosnet/ProjectWise to TW Business Collaborator as per the Information Management Plan and DC process, including AIR requirements.
Update relevant registers and trackers to ensure they are up to date with required information, including drawing numbers and creating necessary hyperlinks.
Support with Framework trackers and reports (e.g., MIDP, Gate, Docusign and SCO) including TW reports.
Act as a liaison between project teams, departments, and external partners to ensure smooth document flow and accessibility.
Coordinate the distribution of documents to relevant parties, ensuring access to the latest versions and updates.
Liaise with the Contract and Core Team to assist with ensuring all procedural documents are submitted on time.
Highlight upcoming deadlines and outstanding actions for the Contract Team.
Maintain professional working relationships with the Contract Team, Core Team, Supply Chain and Client.
Communicate well at all levels, duties may include attending site when required.
Support the Contract Team by promoting the correct filing of relevant emails and providing reports as requested.
Ensure that all documents adhere to company policies, project requirements, and industry regulations.
Regularly review and audit documentation processes and storage for compliance and efficiency.
Assist the Quality Assurance Manager in the implementation of quality assurance, regularly review and audit documentation processes and storage for compliance and efficiency, continuous improvement and innovation including sharing practices with/from the wider group.
Participate in continual professional development.
Maintain the integrity and confidentiality of project documents, implementing measures to prevent unauthorised access or alterations.
Ensure proper version control and keeping an accurate history of revisions and approvals.
Ensure all paperwork is recorded when disposed of/archived on the relevant tracker.
Perform any ad-hoc tasks as requested by your line manager.

Requirements

Previous experience in document control, administrative support, or a technical clerk role preferred.
Familiarity with document control software and database systems.
Self-motivated.
Team player, forming effective partnerships.
Highly organised with excellent attention to detail, ability to plan and prioritise.
Strong communication skills with ability to be assertive particularly when enforcing standards.
A "can do" attitude.
Good IT Skills.
Proficient in MS Office applications and document management systems, including Microsoft Outlook, SharePoint, Word, Excel.
PowerPoint & Visio (Optional) skills.
Knowledge of ProjectWise highly desirable.

Skills

Document processing
Data management
Document lifecycle management
Filing
Document tracking
Naming conventions
Metadata management
Scanning
Uploading documentation
Document registration
Document distribution
Document transfer
Register updates
Tracker updates
Hyperlink creation
Framework tracking
Report generation
Liaison
Coordination
Communication
Email filing
Quality control
Compliance
Auditing
Continuous improvement
Innovation
Confidentiality
Version control
MS Office proficiency
Document management systems proficiency

Location

Thames Valley
Thames South regions
Oxfordshire
Hertfordshire
Essex
East London

Work Type

3 days per week in office/site
Hybrid

Experience Level

Trainee

Education Level

GCSE level English

About the Company

Costain helps to improve people’s lives with integrated, leading edge, smart infrastructure solutions across the UK’s energy, water, transportation and defence markets.
We help our clients improve their business performance by increasing capacity, improving customer service, safeguarding security, enhancing resilience, decarbonising and delivering increased efficiency.
Our vision is to be the UK’s leading smart infrastructure solutions company.
We will achieve this by focusing on blue chip clients whose major spending plans are underpinned by strategic national needs, regulatory commitments, legislation or essential performance requirements.
We offer our clients leading edge solutions that are digitally optimised through the following five services which cover the whole lifecycle of their assets: future-shaping strategic consultancy; consultancy and advisory; digital technology solutions; asset optimisation and complex programme delivery.
Our culture and values underpin everything we do.

Equal Opportunity

At Costain, we believe diverse perspectives drive innovation.
If you’re passionate about making a positive impact and think you can bring value to our team, we’d love to hear from you—even if you don’t tick every box.
Your unique skills and experiences could be exactly what we need.
A Disability Confident employer will generally offer an interview to any applicant that disclose they have a disability and meets the minimum criteria for the job as defined by the employer.
It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people.
For more details please go to the Disability Confident website: https://www.gov.uk/government/collections/disability-confident-campaign