Retrofit Document Controller

Job Purpose: The Retrofit Document Controller is responsible for the effective management, control, distribution, and maintenance of all project documentation associated with retrofit, decarbonisation, energy efficiency, and planned investment programmes.
The role ensures that project information is accurately recorded, securely stored, and readily accessible, supporting compliance with PAS 2035, funding requirements, quality standards, and organisational procedures.
The postholder will work closely with Retrofit Coordinators, Retrofit Assessors, Project Managers, Design Teams, Contractors, and external stakeholders to maintain document control processes throughout the lifecycle of retrofit projects.
Key Responsibilities Document Management
• Maintain and manage all retrofit project documentation within the organisation’s document management systems.
• Ensure documents are correctly logged, categorised, version controlled, and distributed.
• Establish and maintain project filing structures in line with company standards.
• Monitor document workflows to ensure timely review, approval, and issue of project information.
• Archive and retrieve project records as required.
• Maintain accurate audit trails for all project documentation.
Compliance and Quality Assurance
• Ensure document control processes comply with PAS 2035 requirements and relevant funding programme requirements.
• Support project teams in maintaining accurate records for quality assurance and compliance audits.
• Verify that mandatory retrofit documentation is complete, current, and appropriately authorised.
• Assist with internal and external audits by providing documentation and evidence packs.
• Monitor document retention periods and ensure compliance with GDPR and organisational policies.
Project Support
• Support Retrofit Coordinators and Project Managers in the preparation and submission of project documentation.
• Track key deliverables including assessments, improvement plans, risk assessments, design documents, monitoring reports, and completion certificates.
• Produce and maintain document registers and project trackers.
• Coordinate document submissions between internal teams, consultants, contractors, and funding bodies.
• Support mobilisation and handover activities for retrofit projects.
• Assist in stakeholder meetings to ensure project compliance. Reporting and Administration
• Generate regular reports on document status, outstanding actions, approvals, and project compliance.
• Maintain project dashboards and trackers to monitor workflow progress.
• Identify documentation risks and escalate issues where required.
• Assist in developing and improving document control procedures and systems.
• Provide administrative support relating to project documentation and records management.
Stakeholder Communication
• Act as the primary point of contact for document control enquiries.
• Liaise with internal departments, contractors, consultants, and external stakeholders regarding document submissions and status updates.
• Promote best practice document management across retrofit teams.
Knowledge and Experience Essential
• Experience working in a document control, project administration, or information management role. • Proficient in the implementation of Pashub for compliance and Document control.
• Experience managing large volumes of project documentation.
• Strong understanding of document control principles, including version control and audit trails.
• Proficiency in Microsoft Office 365 applications, particularly Excel, SharePoint, Teams, and Outlook. • Excellent organisational and administrative skills.
• Experience maintaining databases, trackers, and document registers.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and work to deadlines. Desirable
• Experience working within retrofit, construction, housing, property, or asset management environments.
• Knowledge of PAS 2035 and domestic retrofit programmes.
• Experience with Common Data Environments (CDEs) and document management systems.
• Understanding of social housing decarbonisation and energy efficiency programmes.
• Knowledge of GDPR and records management requirements. Skills and Competencies
• Excellent written and verbal communication skills.
• Strong data management and record-keeping abilities.
• Ability to work independently and as part of a multidisciplinary team.
• Problem-solving and process improvement mindset.
• Strong planning and organisational skills.
• Ability to maintain confidentiality and handle sensitive information.
• Customer-focused approach with strong stakeholder management skills.
Qualifications Essential
• GCSEs (or equivalent) including English and Mathematics.
• Relevant administrative, business, or information management qualification, or equivalent experience.
Desirable
• Qualification in document control, business administration, project support, or information management.
• Working towards a DEA or Retrofit Assessor level 3 Qualification.
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