Document Controller

The Document Controller is responsible for overseeing and managing all document control activities across projects or departments for the UK & Future Markets. The role ensures the accurate control, distribution, storage, and archiving of technical and non-technical documents in compliance with company procedures, contractual requirements, and industry standards. The Document Controller ensures consistent document management practices are maintained.

Key Responsibilities

Document Management & Control

• Establish and maintain document control procedures and workflows.
• Manage document numbering, revision control, and version tracking systems.
• Ensure accurate registration, distribution, and filing of all project documentation.
• Maintain document registers, logs, and tracking systems.
• Oversee document transmittals and ensure proper documentation of exchanges.

Electronic Document Management Systems (EDMS)

• Administer and maintain the electronic document management system.
• Ensure data integrity, security, and accessibility within the EDMS.
• Monitor user access rights and system compliance.
• Support system improvements and process automation initiatives.

Compliance & Quality Assurance

• Ensure documentation complies with contractual requirements, regulatory standards, and company procedures.
• Support internal and external audits by providing required documentation.
• Maintain records in accordance with quality management standards (e.g., ISO requirements).
• Implement document retention and archiving policies.

Project Support

• Coordinate with engineering, procurement, construction, quality, and project management teams to ensure document flow aligns with project timelines.
• Monitor document submission schedules and identify potential delays.
• Support project close-out by managing final documentation and handover packages.
• Assist with claims documentation and contractual correspondence tracking when required.

Reporting & Communication

• Prepare regular reports on document status, overdue items, and workflow performance.
• Communicate document-related risks or issues to project management.
• Act as the primary point of contact for document control matters.

Accountabilities

• Accuracy and integrity of all project documentation.
• Timely distribution and retrieval of documents.
• Compliance with document control procedures and contractual obligations.
• Effective performance and development of the document control team.

Required qualifications and experience

• Technical Sector Experience: 3 to 5 years of document control experience in engineering, construction, or energy infrastructure. Prior experience managing technical drawings, supplier and contractor submittals, and vendor files is highly valued.
• Multi-Stakeholder Project Environment: Proven capability in coordinating documentation transfers between internal project teams (e.g., Project Managers, Commissioning Engineers, Quality teams) and external stakeholders and sub-contractors
• Quality & Handover Management: Experience managing the final archiving process, project closeout files, and coordinating the collation of Safety Files & Service Handover Documentation (such as design risk assessments, manufacturer quality reports, and as-built drawings)
• A high school diploma or equivalent is the baseline requirement. However, a relevant associate or bachelor’s degree in Business Administration, Information Management, or Engineering is preferred
• System Certifications (EDMS):
  • Advanced certifications or administrative experience in Microsoft SharePoint
  • Experience with specific document management tools (e.g., PROCORE)

Additional Skills

• Ability to interpret, check, and organize technical drawings, data sheets, single-line diagrams (SLDs), and complex engineering registers
• Advanced spreadsheet skills (MS Excel) for maintaining meticulously organized document transmittals, master registries, and tracking logs.
• Exceptional attention to detail to check incoming contractor files for correct naming conventions, numbering protocols, and proper technical sign-offs
• Workflow Automation: Proficiency in Microsoft Power Automate (Flow) or similar tools.

Our Culture

At Fluence, our culture is the foundation that drives our ambitious growth strategy and fuels our mission to transform the future of energy. Our core cultural pillars empower us to innovate, collaborate, and lead with purpose, ensuring we continue to deliver unparalleled value to our customers and the world.

Unleash Voices

We believe every voice matters. We encourage openness, active listening, and decisive action to create a culture where everyone has the opportunity to contribute to our success. We foster an environment where diverse perspectives are heard and valued, driving innovation and progress.

Customer Fluent

Our customers are at the heart of everything we do. We’re committed to delivering exceptional value that exceeds expectations by understanding our customers' needs and adapting swiftly to meet them. Our deep focus on customer satisfaction drives us to continuously improve and innovate.

Infinite Impact

We are committed to creating the impossible. We push boundaries to deliver sustainable, game-changing solutions that shape a brighter, more energy-efficient future for all. Our team is passionate about making a lasting impact that will resonate for generations to come.

All In

We are all in for growth. Our teams are relentlessly focused on identifying and seizing opportunities that propel us forward. We embrace an ownership mindset, pushing ourselves and each other to accelerate progress and create lasting success.