Sweet Projects
Trainee Document Controller
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About Sweet Project Construction Limited (SPCL)
At Sweet Project Construction Limited (SPCL), we work within the data, defence and energy sectors. We are a comprehensive design, construction and engineering provider, offering services spanning site acquisition, architecture and refurbishment through to client occupancy. In our world, there are no simple projects, only specialist needs and clever solutions.
We are a general contracting business, drawing on over forty years of specialised industry experience to provide excellent service, sustain long-term partnerships and achieve the highest quality outcomes for key clients whilst maintaining our commercial commitments.
Role Overview
This role will initially be based on our Alliance Park project in Acton, supporting the delivery of two new hyperscale data centres together with associated office, substation and infrastructure works.
The Trainee Document Controller is an entry-level development role supporting the effective control and administration of project information while developing the knowledge and practical skills required to progress within the Document Control and Information Management function.
Responsibilities
Working under the guidance of the Document Control team, the role supports the accurate recording, quality checking, distribution, storage and retrieval of project documents and drawings through the approved Common Data Environment. Previous Document Control experience is not essential, and structured training and practical experience will be provided across the project lifecycle, from mobilisation and design through construction to closeout and handover.
As competence develops, the post holder will take increasing responsibility for routine Document Control activities, with the longer-term objective of progressing into a Document Controller role.
Document Control Support
- Support day-to-day project administration and Document Control activities
- Upload, download, register, issue and distribute controlled project documents and drawings
- Maintain accurate document and drawing registers, trackers and distribution records
- Ensure project information is stored correctly and is accessible to authorised users
Common Data Environment Administration
- Develop practical knowledge of CDE systems, including Asite, Autodesk Construction Cloud, SharePoint and other platforms used by the business
- Support document workflows, review processes, permissions, user access and information distribution
- Assist users with routine system and information retrieval queries
- Follow approved processes for the receipt, review, issue, storage and audit of project information
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Quality, Compliance and Information Security
- Undertake document quality checks under supervision, including titles, naming, numbering, revisions, status and suitability codes, metadata, formatting and completeness
- Follow company procedures, project information requirements and relevant ISO 19650 principles
- Support appropriate permissions, revision control, audit trails and information security
- Ensure superseded or obsolete information is identified and controlled
- Raise missing, incorrect or non-compliant information promptly
Project Delivery and Handover
- Support Document Control activities throughout mobilisation, design, construction, closeout and handover
- Monitor document reviews, approvals, submissions and outstanding actions
- Assist with the collation and organisation of O&M manuals, as-built information, commissioning records, certificates, warranties and supporting documentation
- Support project teams with the retrieval, preparation and controlled distribution of project information
Stakeholder Support and Communication
- Build effective working relationships with project teams, consultants, designers, subcontractors and suppliers
- Respond professionally to routine Document Control queries and seek guidance when required
- Communicate outstanding actions and information requirements clearly
- Attend relevant project meetings, system training and Document Control reviews
Learning and Development
- Complete the required training and development programme
- Develop an understanding of construction terminology, digital construction, Information Management and project information standards
- Seek feedback and apply learning to improve accuracy, confidence and capability
- Take increasing responsibility for routine activities as competence develops
- Contribute observations and ideas that may improve Document Control processes
Health and Safety
- Comply with company and project Health and Safety requirements
- Develop an understanding of the responsibilities associated with working in a live construction environment
- Maintain accurate records where this support safety, quality or handover evidence
Success Measures
- Accuracy and quality of project information and records
- Compliance with Document Control and Information Management procedures
- Timely completion of assigned activities
- Effective use of Common Data Environment systems
- Progress against agreed training and development objectives
- Increasing ability to manage routine activities independently
- Positive contribution to the project and Document Control team
The duties listed are not exhaustive and may be varied from time to time to reflect the changing needs of the Company. The post holder may also be required to work at other locations at which Sweet Projects conducts its business.
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Experience Required
Essential
- No previous Document Control experience is required
- Experience using Microsoft applications or other electronic record-keeping systems
- Ability to complete accurate administrative tasks and follow established procedures
Desirable
- Previous administrative, construction or project-based work experience
- Experience maintaining electronic records, databases or filing systems
- Exposure to construction drawings or project documentation
Qualifications
Essential
- Previous Document Control or construction experience is not required
- Experience using Microsoft applications or other electronic record-keeping systems
- Ability to complete accurate administrative tasks and follow established procedures
- Confidence using computers and learning new digital systems
Desirable
- Previous experience in an administrative, technical, construction or project-based environment
- Experience maintaining registers, trackers or structured records
- Exposure to document management systems, CDEs or other structured digital platforms
Development & Progression
This role is intended to provide a structured route into Document Control and Information Management. As competence develops, the successful candidate will be given increasing responsibility for routine Document Control activities, with the longer-term objective of progressing into a competent Document Controller role and continuing their development within the wider Information Management function.
Equal Opportunity Employer
Sweet Projects is an Equal Opportunity Employer. We believe our success is built on the success of our employees and are committed to providing a supportive and rewarding working environment that enables employees to achieve their personal and professional goals.
There shall be no discrimination on the basis of age, disability, sex, race, religion or belief, gender reassignment, marriage/civil partnership, pregnancy/maternity or sexual orientation. We actively promote equality of opportunity and welcome applications from candidates with the appropriate talent, skills, experience and potential. Selection will be based on individual merit.
We offer a wide range of employee benefits including:
- Car Allowance (for eligible roles).
- Competitive pension scheme.
- Electric vehicle scheme.
- BUPA Healthcare and Cash Plan.
- Eyecare vouchers.
- Cycle to work scheme.
- 25 days Holiday plus Bank Holidays plus Birthday day off.
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