Arup
Assistant Document Controller
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Joining Arup
Arup’s purpose, shared values and collaborative approach has set us apart for over 80 years, guiding how we shape a better world. We are looking for an Assistant Document Controller to join our team and support the effective management of project information across a range of projects. This is an excellent opportunity for an Assistant Document Controller looking to develop their career within a supportive and collaborative environment. You will play a key role in ensuring project documentation is accurate, compliant, and issued in line with agreed processes and client requirements.
The Opportunity
To support the effective control, distribution, and management of project documentation in accordance with project requirements, client standards, and company procedures. The role ensures information is accurate, up to date, traceable, and accessible to project teams and stakeholders.
Key Responsibilities
- Register, upload, issue, and track project documentation within the Common Data Environment (CDE) (e.g., Aconex, Asite, ProjectWise, 4Projects, Viewpoint, SharePoint)
- Maintain accurate document registers, metadata, and audit trails
- Control document revisions, status codes, and suitability classifications
- Document incoming and outgoing correspondence and transmittals
- Ensure correct naming conventions and filing structures are consistently applied
Quality & Compliance
- Carry out quality checks on documents prior to issue (naming, revision, status, metadata)
- Ensure documentation complies with project procedures and client requirements
- Support compliance with ISO 19650 principles where applicable
- Identify and flag non-conformances or process issues to senior team members
- Support project teams with document control queries
- Liaise with internal disciplines, external consultants, and contractors
Continuous Improvement
- Contribute to process improvements and lessons learned
- Develop understanding of project information management workflows
At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas.
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You will have the opportunity to do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.
Is this role right for you?
Essential
- Previous experience in an administrative, project support, or document control role
- Strong attention to detail and organizational skills
- Confidence using Microsoft Office (especially MS Teams, Excel and Outlook)
- Ability to manage multiple tasks and meet deadlines
- Strong communication skills and a positive, proactive attitude
Desirable
- Full training would be provided
- Experience using a CDE such as Aconex, Asite, ProjectWise, Viewpoint, 4Projects, or SharePoint
- Exposure to construction, engineering, or consultancy projects
- Experience of data centre projects
- Basic understanding of document control processes and workflows
- Awareness of ISO 19650 principles (not essential; training can be provided)
- Experience of data entry onto systems
What We Offer You
At Arup, we care about each member’s success, so we can grow together. Guided by our values, we provide an attractive total reward package that recognises the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.
We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.
We also provide Private medical insurance, Life assurance, Accident insurance and Income protection cover. In addition, you’ll have access to flexible benefits to help you look after all aspects of your wellbeing and give you the freedom and flexibility to find the best solutions for you, your family, and your individual needs.
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Different people, shared values
Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.
Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.
We are committed to making our recruitment process and workplaces accessible to all candidates. Please contact us to let us know if you need any assistance or reasonable adjustments throughout your application or interview process, and/or to perform the essential functions of the role. We will do everything we can to support you.
Our Application Process
To understand what to expect next, please visit https://www.arup.com/careers/recruitment-process/
Stay safe online – Arup will never ask for your bank details as part of our recruitment process.
Recruitment Agencies - We have a Preferred Supplier List of trusted partners to assist us when required and do not acknowledge any speculative CVs or unsolicited candidate introductions from agencies not on the list.
We will close the role when we receive a large number of applications, so please ensure you apply early.
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