Job detail for Trainee Document Controller

Costain are working with Thames Water on a variety of water and wastewater projects and have fantastic opportunities for individuals to join our growing AMP8 delivery team, working across the Thames Valley and Thames South regions, predominantly Oxfordshire. There is a mix of projects ranging from smaller capital maintenance to large civil new build schemes.

The Trainee Document Controller will play a vital role in this team, contributing to efficient document control, data management, and overall project success.

This role will be working across the Thames Water East patch, which spans across Hertfordshire, Essex and East London, with regular travel to the Costain St Mary's Axe office and the sites (3 days per week). You must have a valid driving licence and happy attending sites / office minimum 3 days per week.

At Costain, we believe diverse perspectives drive innovation. If you’re passionate about making a positive impact and think you can bring value to our team, we’d love to hear from you—even if you don’t tick every box. Your unique skills and experiences could be exactly what we need.

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Document processing & Management:

• Process, catalogue and store documents in physical or digital formats, ensuring they are accessible and correctly filed. Manage the lifecycle of documents, including creation, revisions, approval, distribution and archiving, in alignment with project and company standards.
• Maintain a standard, structured folder system. Ensure that all documents adhere to company policies, project and client requirements.
• Track project document control status to ensure sites meet the relevant timescales.
• Ensure the correct naming conventions, META data and other attributes are used and maintained
• Scanning and uploading paper documentation onto iCosnet/Project wise which will require regular visits to ensure kept up to date.
• Register, track and distribute for approval all documentation submissions by the Contract teams. Eg. Comments sheets, RFI’s
• Transferring of key deliverables from iCosnet/ProjectWise to TW Business Collaborator as per the Information Management Plan and DC process.  Including AIR requirements.
• Updating the relevant registers and trackers to ensure they are up to date with the required information including drawing numbers and creating the necessary hyperlinks.
• Support with Framework trackers and reports i.e. MIDP, Gate, Docusign and SCO including TW reports

Coordination and Communication:

• Act as a liaison between project teams, departments, and external partners to ensure smooth document flow and accessibility.
• Coordinate the distribution of documents to relevant parties, ensuring that everyone has access to the latest versions and updates.
• Liaise with the Contract and Core Team to assist with ensuring that all procedural documents are submitted on time.
• Highlight upcoming deadlines and outstanding actions for the Contract Team.
• Maintain professional working relationships with the Contract Team, Core Team, Supply Chain and Client
• Communicate well at all levels, duties may include attending site when required

Support and Training:

• Support the Contract Team by promoting the correct filing of relevant emails and providing reports as requested.

Quality Control and Compliance:

• Ensure that all documents adhere to company policies, project requirements, and industry regulations.
• Regularly review and audit documentation processes and storage for compliance and efficiency.
• Assist the Quality Assurance Manager in the implementation of quality assurance, regularly review and audit documentation processes and storage for compliance and efficiency, continuous improvement and innovation including sharing practices with/from the wider group.

Other:

• Participate in continual professional development, including that which will benefit others in the business as well as oneself
• Maintain the integrity and confidentiality of project documents, implementing measures to prevent unauthorised access or alterations. Ensure proper version control and keeping an accurate history of revisions and approvals.
• Ensure all paperwork is recorded when disposed of/archived on the relevant tracker
• Any ad-hoc tasks as requested by your line manager

Essential

• Driving licence required due to remote location of sites
• GCSE level English
• Previous experience in document control, administrative support, or a technical clerk role preferred.
• Familiarity with document control software and database systems.
• Self-motivated
• Team player, forming effective partnerships.
• Highly organised with excellent attention to detail, ability to plan and prioritise.
• Strong communication skills with ability to be assertive particularly when enforcing standards.
• A "can do" attitude
• Good IT Skills
• Proficient in MS Office applications and document management systems, including Microsoft Outlook, SharePoint, Word, Excel,
•  PowerPoint & Visio (Optional) skills
• Knowledge of ProjectWise highly desirable