Job Description: Document Controller (Procore Specialist)

Company: Guildprime Specialist Contracts Ltd

Location: Billericay, Essex

Reports To: Design Manager

Employment Type: Full-Time

Sector: High-End Fit-Out & Construction

Overview

Guildprime Specialist Contracts Ltd is a leading specialist contractor delivering high-quality commercial, retail, and refurbishment projects across the UK. We are seeking a highly organised and detail-driven Document Controller with demonstrable experience using Procore to support our project management, quality assurance, and information control processes.

The Document Controller will play a critical role in managing all project documentation, ensuring accurate version control, and maintaining consistent information flow between internal teams, subcontractors, consultants, and clients. This position is central to ensuring compliance, auditability, and smooth project delivery across the Guildprime portfolio.

Key Responsibilities

Procore System Management

- Set up, configure, and maintain project folders, workflows, transmittals, and permissions within Procore.

- Ensure all documentation is uploaded, categorised, and stored according to Guildprime protocols.

- Act as the internal “Procore Champion,” supporting teams with day-to-day navigation, troubleshooting, and system usage.

- Monitor Procore for overdue tasks, missing information, and workflow bottlenecks, escalating where required.

Document Control & Administration

- Manage incoming and outgoing documents including drawings, specifications, RFIs, submittals, technical queries, method statements, programmes, O&M materials, and correspondence.

- Ensure accurate version control and secure storage of all documents in line with Guildprime's quality procedures.

- Maintain document registers, trackers, and logs to ensure full auditability.

- Distribute drawings and technical documents to the correct stakeholders, ensuring the latest revisions are always in use.

- Manage controlled issue of documents to subcontractors and consultants.

- Support tender and procurement documentation preparation and filing.

Quality Assurance & Compliance

- Ensure document control processes align with ISO standards, project requirements, client protocols, and internal governance.

- Carry out periodic audits of Procore project folders and document compliance.

- Support production and compilation of O&M Manuals, H&S Files, handover documentation, and project close-out materials.

Project Support

- Assist Project Managers and Site Teams by ensuring real-time access to accurate, up-to-date information.

- Coordinate document queries and information requests between project teams and subcontractors.

- Prepare reports, summaries, drawing registers, and status updates as required.

- Facilitate communication of design changes, amendments, and client instructions.

Training & Continuous Improvement

- Deliver basic training to new staff and subcontractors on Procore usage and Guildprime document control procedures.

- Contribute to refining and improving document control workflows and templates.

- Support implementation of new features within Procore to enhance operational efficiency.

Skills & Experience

Essential

- Proven experience as a Document Controller in the construction or fit-out sector.

- Strong working knowledge of Procore.

- Excellent organisational skills with meticulous attention to detail.

- Strong understanding of document management principles, version control, and compliance processes.

- Proficient in Microsoft Office.

- Strong communication skills.

- Ability to work under pressure and manage multiple information streams.

Desirable

- Experience supporting high-value commercial fit-out or specialist contracting projects.

- Knowledge of ISO 9001 requirements.

- Experience producing O&M Manuals and H&S Files.

- Familiarity with BIM workflows.

Personal Attributes

- Highly organised, structured, and reliable.

- Proactive and solutions-driven.

- Professional and collaborative.

- Committed to maintaining Guildprime's high standards.

Why Join Guildprime?

- Work within a respected and established specialist contractor.

- Supportive team culture committed to excellence.

- Opportunity to grow with advancing digital systems.

- Competitive salary and benefits package