Document Controller/Administrator - East London - Hybrid
We are currently looking for an experience Document Controller/Administrator to join our Asset Management team here at Telent to provide comprehensive document control support across the London Projects portfolio, ensuring all project, technical, and compliance documentation is managed in line with Telent and client requirements. The role supports day‑to‑day document governance across UCM, SharePoint and client DMS platforms, ensuring accuracy, traceability, and audit readiness.
In addition, this role provides essential administrative and finance‑related support to maintain smooth project operations, including maintaining document‑linked financial trackers, coordinating incoming orders, and supporting routine project administration.
Key Deliverables
Document Control
- Submission and receipt of documents within Telent and Client Document Management Systems (DMS), ensuring compliance with London Projects standards.
- Updating works information as per London Projects processes and circulating updates to relevant team members.
- Providing, controlling and recording user access to internal and external platforms (UCM, SharePoint, client portals).
- Ensuring accuracy, completeness and compliance of all uploaded documents in line with project and regulatory requirements.
- Reporting any document‑related issues, workflow errors or access concerns to the Document Control Manager.
- Allocating document numbers and creating project specific metadata for all controlled documents. Specific metadata for all controlled documents. ‑specific metadata for all controlled documents.
- Implementing and monitoring workflow stages to ensure version control is always maintained.
- Managing obsolete, superseded and cancelled documents to maintain operational accuracy.
- Support and guide team members in the correct use of UCM, SharePoint and client DMS platforms.
Administrative Support
- In addition to core document control duties, this role will:
- Receive, check, record and process financial transactions (invoices/credits).
- Manage incoming orders via inbox, ServiceNow (SNOW) and an Excel Orderbook, ensuring data quality and appropriate routing.
- Log, file and maintain purchase orders (POs), capturing contract values, variations and supporting documentation.
- Provide general administrative support across the project team as required.
Responsibilities
Document Control Responsibilities
- Produce monthly DMS audit reports for London Projects and any additional reports as requested.
- Liaise with the Technical Author regarding document status, readiness and outstanding actions.
- Undertake quality checks against project documents to ensure compliance with client, engineering and project delivery standards.
- Coordinate with Project Managers, Engineers and internal stakeholders to ensure timely document submissions aligned with project schedules.
- Provide training, briefing and support to London Projects colleagues on DMS processes, workflows and best practice.
- Act as the primary point of contact for document control matters within London Projects and participate in relevant project meetings.
- Liaise with client Document Control teams to resolve issues, align workflows and ensure smooth document exchange.
Administrative Support Responsibilities
- Maintain all project trackers, logs and registers to ensure auditability and alignment with governance requirements.
- Coordinate administrative communications across the London Projects team.
- Support routine office administration tasks to aid delivery teams and project operations.
- Ensure that administrative and document processes align with Telent and client QEHS procedures.
Qualifications / Skill Requirements
- Demonstrable Document Control experience in a project environment (essential), preferably within engineering, infrastructure or rail‑related projects.
- Strong organisational skills and high attention to detail.
- Experience working with document management systems (UCM, A-Site, SharePoint or equivalent).
- Ability to work independently and collaboratively within a project delivery environment.
- Excellent communication and interpersonal skills.
- Experience in handling confidential and sensitive information appropriately.
- Understanding of general DMS architecture, document numbering conventions and workflow controls.
- Experience using Power BI, Oracle and similar reporting tools for tracker management.
- Advanced Excel skills (lookups, pivots, data validation).
- Familiarity with ServiceNow (SNOW) for ordering and workflow activity.
- Experience within engineering, construction, transport or related sectors.
What we offer:
A career at Telent can span many sectors, roles, technologies and clients giving you the opportunity to develop, learn new skills and make an impact. We are growing and we rely on our committed Team to deliver.
We nurture the talent that makes this happen, by our on-going commitment to creating an inclusive culture that respects and values difference, that celebrates diverse ideas. We want everyone to feel they can be themselves and to thrive at work.
The additional benefits with this role:
- 26 days holiday, plus public holidays, plus the option to buy or sell days annually
- Company pension scheme
- A range of family friendly policies
- Occupational health support and wellbeing Portal
- Discounts on Cinema, Restaurants and Shopping with Telent Reward scheme.
Learn more about Telent:
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