Document Controller

Document Controller – Rail Systems
Location: York, UK
Contract Type: Permanent / Contract (specify)
Reporting to: Information Manager

Role Overview

The Document Controller is responsible for managing and controlling all project documentation across rail systems design and delivery functions. This role ensures accurate documentation control, traceability, compliance with industry standards (e.g., ISO 19650), and effective information flow between internal teams and external stakeholders.

Key Responsibilities

Document Management

• Maintain the document control system (e.g., ProjectWise, Asite, SharePoint, other EDMS).
• Upload, classify, index, issue, and archive project documents and drawings.
• Maintain accurate document registers, version control, and distribution logs.
• Ensure correct numbering and revision status for all controlled documents.
• Support the preparation and submission of design deliverables in line with contractual and client requirements.

Compliance & Quality

• Apply document control procedures in compliance with rail industry, company, and ISO standards.
• Perform QA checks to ensure documents meet quality and formatting standards.
• Prepare documentation for audits and respond to information requests.

Coordination & Communication

• Liaise with design teams, engineers, project managers, and external partners to ensure timely document issue and retrieval.
• Manage Requests for Information (RFIs), Technical Queries (TQs), and document transmittals where applicable.
• Provide support and guidance on document control procedures to project teams and stakeholders.

Reporting & Support

• Produce status reports and dashboards on document control metrics.
• Assist with general administrative tasks (e.g., meeting minutes, data entry, correspondence distribution).

Person Specification

Essential

• Experience in document control within rail, infrastructure, or engineering project environments.
• Proficiency with EDMS tools such as ProjectWise, Asite, SharePoint, or similar.
• Strong organisational skills and meticulous attention to detail.
• Excellent communication and stakeholder liaison skills.
• Good working knowledge of Microsoft Office (Word, Excel, Outlook).

Desirable

• Knowledge of rail industry documentation standards and Network Rail procedures.
• Experience with ISO 19650 (or BS1192/PAS1192) document control principles.
• Familiarity with multidisciplinary project delivery and design lifecycle.

Working Environment

• Based in York with potential collaboration across design, engineering, and delivery teams.

We are an equal opportunity employer and value diversity in our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.