Document Controller (Procore Specialist)

Description

• Deliver basic training to new staff and subcontractors on Procore usage and Guildprime document control procedures.
• Facilitate communication of design changes, amendments, and client instructions.
• Ensure document control processes align with ISO standards, project requirements, client protocols, and internal governance.
• Support production and compilation of O&M Manuals, H&S Files, handover documentation, and project close-out materials.
• Ensure all documentation is uploaded, categorised, and stored according to Guildprime protocols.
• Distribute drawings and technical documents to the correct stakeholders, ensuring the latest revisions are always in use.
• Monitor Procore for overdue tasks, missing information, and workflow bottlenecks, escalating where required.
• Support implementation of new features within Procore to enhance operational efficiency.
• Carry out periodic audits of Procore project folders and document compliance.
• Coordinate document queries and information requests between project teams and subcontractors.
• Manage incoming and outgoing documents including drawings, specifications, RFIs, submittals, technical queries, method statements, programmes, O&M materials, and correspondence.
• Set up, configure, and maintain project folders, workflows, transmittals, and permissions within Procore.
• Assist Project Managers and Site Teams by ensuring real-time access to accurate, up-to-date information.
• Ensure accurate version control and secure storage of all documents in line with Guildprime’s quality procedures.
• Manage controlled issue of documents to subcontractors and consultants.
• Maintain document registers, trackers, and logs to ensure full auditability.
• Contribute to refining and improving document control workflows and templates.
• Prepare reports, summaries, drawing registers, and status updates as required.
• Act as the internal “Procore Champion,” supporting teams with day-to-day navigation, troubleshooting, and system usage.
• Support tender and procurement documentation preparation and filing.

Requirements

• Ability to work under pressure and manage multiple information streams.
• Proficient in Microsoft Office.
• Strong communication skills.
• Experience supporting high-value commercial fit-out or specialist contracting projects.
• Familiarity with BIM workflows.
• Experience producing O&M Manuals and H&S Files.
• Proactive and solutions-driven.
• Excellent organisational skills with meticulous attention to detail.
• Strong understanding of document management principles, version control, and compliance processes.
• Knowledge of ISO 9001 requirements.
• Proven experience as a Document Controller in the construction or fit-out sector.
• Highly organised, structured, and reliable.
• Strong working knowledge of Procore.

Benefits

• Supportive team culture committed to excellence.
• Competitive salary and benefits package
• Opportunity to grow with advancing digital systems.
• Work within a respected and established specialist contractor.

Training + Development

Interview process

Visa Sponsorship

Security clearance