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About the Company
Oktra are the UK’s leading workplace design and build company, shaping places that connect people and inspire our every day. With over 30 years of experience and B Corp certification, we create future-focused workplaces where people and businesses thrive.
Oktra's designers, builders & strategists provide complete workplace consultancy — from a single office relocation, design and fit out, to workspace planning, refurbishment, and interior branding on a global scale. Our in-house model means that our clients benefit from speed, simplicity, and a single point of accountability at every stage of their journey.
We're headquartered in London, with a regional presence in the South, Midlands, and North of England.
Role Overview
The Document Controller is responsible for managing, controlling, and maintaining project documentation throughout the project lifecycle. This role ensures all drawings, specifications, reports, correspondence, contracts, and other project documents are accurately recorded, distributed, stored, and archived in accordance with company procedures and client requirements.
The Document Controller will support project teams by ensuring document control processes are implemented effectively, contributing to project compliance, efficiency, and successful delivery.
Key Responsibilities:
Document Management
- Establish and maintain project document control systems and procedures.
- Receive, register, log, distribute, track, and archive project documents.
- Ensure all project documentation is stored in accordance with company and client standards.
- Maintain accurate document registers, transmittal's, and revision histories.
- Manage the issue and distribution of approved drawings, specifications, and technical documents.
- Ensure superseded documents are removed from circulation and archived appropriately.
- Own and Manage project Cloud Based Common Data Environment (CDE)
- Provide support with administrative tasks regarding Health and Safety Documentation and information, including the use of online site management software where required.
- Compile and manage documentation to support sustainability accreditation's.
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Project Support
- Support project managers, site teams, and subcontractors with document-related requests.
- Attend site to support project team with site-based administration where required.
- Coordinate the submission and approval process for project documentation.
- Create and monitor document workflows and ensure timely review and approval by relevant stakeholders.
- Track outstanding document actions and follow up with responsible parties.
- Assist with project handovers by compiling and organising final document packs for the Operation and Maintenance Manuals and The Health and Safety File.
Compliance & Quality
- Ensure document control activities comply with company quality management systems and project requirements.
- Conduct regular quality assurance and quality control (QA, QC) audits to verify document accuracy.
- Support compliance with ISO standards and client-specific document control requirements.
- Maintain confidentiality and security of sensitive information.
Systems Administration
- Manage electronic document management systems and project collaboration platforms.
- Upload, update, and maintain project data within systems such as Autodesk Forma or similar platforms.
- Provide CDE training and ongoing support to internal teams, subcontractors and client where required.
Knowledge, Skills & Experience
Essential
- Previous experience in a Document Controller role within construction.
- Strong understanding of document control principles and processes.
- Experience using digital document management systems.
- Excellent organisational and administrative skills.
- Strong attention to detail and accuracy.
- Proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and SharePoint.
- Ability to manage multiple priorities and meet deadlines.
- Excellent written and verbal communication skills.
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Desirable
- Experience working on large-scale construction projects.
- Experience working with the Autodesk Forma Data Management platform.
- Knowledge of ISO 9001 quality management standards.
- Experience working on fast track Design and Build construction projects.
Key Competencies
- Attention to Detail
- Organisation and Planning
- Communication Skills
- Stakeholder Management
- Problem Solving
- Time Management
- Confidentiality and Integrity
- Teamwork and Collaboration
- Accountability
What’s in it for you
- A competitive salary
- 23 days holiday including 3 days automatically allocated for the office closure at Christmas. Rising by 1 day each year, until a maximum of 28 days have been accrued.
- Enhanced parental and maternity leave
- 2 volunteering days a year
- Paid training & development opportunities
- Cycle to work scheme
- Weekly drinks, quarterly socials and staff meals
- Daily fresh fruit and biscuits with barista style coffee and monthly birthday cakes.
- Death in service life insurance- 4x annual salary
- Nationwide gym discount plus free fitness classes
- 24/7 employee assistance programme with BUPA
- Funding towards eye test and glasses
*Oktra is an Equal Opportunity Employer. Oktra seeks applications from all backgrounds to join our teams and we encourage our employees to bring their authentic, original, and best selves to work.
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