John Robertson Architects is hiring a document controller to join its team in London.

John Robertson Architects is seeking an organised and detail-oriented document controller to join our London office and support the delivery of a range of live architectural projects.

The role of a document controller encompasses a wide range of responsibilities associated with the accurate management, distribution, tracking and archiving of project information across live projects. The position supports directors, project directors, senior architects, project architects and project teams by ensuring that project documentation is issued, maintained and archived in accordance with company procedures, client requirements and project deadlines.

The role requires close liaison with internal project teams, consultants, contractors and external stakeholders, maintaining robust document control procedures across multiple projects simultaneously. A high level of organisation, accuracy and attention to detail is required, together with the ability to manage competing priorities and respond effectively to project deadlines.

The key aspects of the role are as follows

Document management:

responsible for the day-to-day operation of project document control systems across multiple live projects
uploading, downloading, issuing and tracking drawings, specifications, reports and project correspondence using Electronic Document Management Systems (EDMS)
maintaining accurate document registers, issue sheets, transmittals and revision records
ensuring document naming conventions, revision protocols and filing procedures are applied consistently across all project information
monitoring incoming and outgoing documentation and ensuring timely distribution to project teams, consultants and external stakeholders.

EDMS administration:

administering and managing project information using platforms such as Aconex, Asite, BIM 360 and other client systems where required
setting up project folders, permissions, workflows and approval processes within document control systems
supporting project teams in the effective use of both client and internal document management platforms
identifying and resolving document workflow issues and providing practical guidance where required

Quality management and compliance:

supporting the maintenance of digital Project Quality Plans across live projects
assisting compliance with the practice Quality Management System
ensuring project documentation aligns with internal standards, ISO procedures and client requirements
monitoring issue deadlines linked to project programmes and key deliverables

Project team support:

working closely with project architects, senior architects and project leaders to understand issue deadlines, submission requirements and programme milestones
preparing document packages for planning submissions, tender issues, construction information releases and project close-out documentation
coordinating consultant information and ensuring external documentation is accurately recorded, issued and distributed

Administrative support:

maintaining accurate trackers, registers and reporting logs, including the effective use of Microsoft Excel and other internal reporting tools
maintaining project correspondence records and supporting archiving procedures
retrieving completed project information when required
contributing to the ongoing improvement of internal document control procedures and workflows

Skills and experience:

previous experience in document control, project administration or technical administration within architecture, construction, engineering or a professional consultancy environment
strong working knowledge of Microsoft Office, particularly Excel
excellent attention to detail and a consistently accurate approach to work
strong organisational ability and the capacity to manage multiple deadlines across several projects
clear written and verbal communication skills
a proactive and collaborative approach to working with multiple teams
experience using Aconex, Asite, BIM 360 or similar systems is desirable
familiarity with quality assurance systems, ISO procedures and an understanding of RIBA project stages is desirable

In summary, the role of a document controller is central to the successful management of project information within the practice. The position plays an important part in supporting project delivery, maintaining quality standards, and ensuring that project documentation is managed accurately, efficiently and professionally.

The job description above will be the basis for staff performance evaluations for document controllers.

Expectations of all JRA staff

To act and to represent JRA professionally in all circumstances.

To behave respectfully towards colleagues and JRA’s clients and partners.

To comply with JRA’s company policies.

To understand and work to JRA’s quality policy, procedures, and objectives.

How to apply

If you are organised, detail-oriented, and interested in supporting the delivery of high-quality architectural projects, we would be pleased to hear from you. Please submit your CV and a cover letter outlining your experience and suitability for the role.

JRA is an equal opportunities employer. For details about how we manage personal data, please refer to our Privacy Policy on the Contacts page of our website.

John Robertson Architects

New Jobs

Document controller