Document Controller – Social Housing

Who Are We:

Cardo Group is a trusted provider of building maintenance, refurbishment, and retrofit services for social housing and public sector buildings across the UK. With nationwide coverage and skilled local teams, we deliver a reliable end-to-end service that ensures homes and public spaces are safe, sustainable, and well-maintained.

We specialise in responsive repairs and voids, planned maintenance, energy-efficiency upgrades, compliance works, and major improvement programmes. Our approach combines quality workmanship, strong resident communication, and efficient project delivery to achieve the best outcomes for customers and communities.

Driven by ambitious growth plans, we continue to expand our capabilities and adapt to the evolving needs of our clients. Our reputation is built on consistent service delivery, trusted partnerships, and a commitment to doing things the right way. As we grow, so do the opportunities – for our people, our clients, and the communities we support.

Cardo Group is becoming one of the UK’s most forward-thinking maintenance and retrofit providers. Do you want to be part of something great?

We are currently recruiting for a Document Controller to join our team.

Please note you will be expected to travel to different offices in the South for this role.

Role Overview:

To provide an effective and organised document control service, ensuring that all property, asset management, maintenance, compliance and project-related documentation is accurately recorded, stored, maintained and accessible. With the key driver being in control of the Golden Thread information

The Document Controller will ensure that documents are managed in accordance with organisational policies, regulatory requirements and relevant industry standards, supporting the delivery of safe, compliant and high-quality homes for residents.

The role will work closely with internal departments, contractors, consultants and external stakeholders to maintain accurate records and ensure that information is up to date, appropriately controlled and readily available when required.

Responsibilities:

• Manage and maintain the organisation’s electronic document management system.
• Be fully proficient with Microsoft SharePoint and excel and programming software such as MS Project.
• Obtain, receive, register, upload, distribute and archive documents in accordance with agreed procedures.
• Ensure all documentation is correctly named, categorised, version-controlled and stored.
• Maintain accurate document registers, trackers and filing structures.
• Monitor document revisions and ensure obsolete documents are removed from circulation.
• Ensure documents are easily accessible to authorised colleagues and stakeholders.
• Maintain audit trails and records of document changes and approvals.
• Maintain accurate property and asset-related documentation.
• Compile and issue reports following set templates
• Support the management of compliance records, including gas safety, electrical safety, fire risk assessments, asbestos surveys, legionella and other statutory compliance documentation.
• Assist with maintaining accurate property records and evidence to support regulatory and audit requirements.
• Ensure certificates, inspection reports and compliance documents are received, recorded and filed appropriately.
• Highlight missing, incomplete or expired documentation to relevant managers.
• Support the organisation in maintaining accurate evidence of compliance with housing legislation and regulatory standards.
• Manage documentation relating to planned maintenance programmes, refurbishment works and major capital projects.
• Maintain records of drawings, specifications, schedules, surveys, risk assessments and contractor documentation.
• Ensure project documentation is received and distributed to the relevant teams.
• Track outstanding information and follow up with contractors, consultants and project managers.
• Maintain handover documentation, including operation and maintenance manuals, warranties, certificates and as-built drawings.
• Support the smooth completion and handover of projects.
• Check documentation for accuracy, completeness and compliance with agreed standards.
• Identify discrepancies, missing information and duplicate records.
• Produce regular reports on document status, outstanding submissions and information gaps.
• Assist with internal and external audits by retrieving and providing relevant documentation.
• Recommend improvements to document control processes and procedures.
• Ensure records are maintained in accordance with GDPR and organisational information governance policies.
• Act as a key point of contact for document-related queries.
• Liaise with colleagues across Asset Management, Repairs, Compliance, Development and other teams.
• Communicate with contractors, consultants, client and suppliers to obtain outstanding documentation.
• Provide guidance to colleagues on document management procedures.
• Build effective working relationships to ensure information is shared accurately and efficiently.

You Will Need:

• Previous experience in a Document Controller, Document Management or Administration role. Specifically managing Golden Thread information and any Building Safety Regulated projects
• Experience maintaining electronic filing systems and document registers.
• Strong organisational skills and excellent attention to detail.
• Good IT skills, Specifically Microsoft Word and SharePoint , Excel, Outlook and document management systems.
• Ability to manage competing priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Understanding of confidentiality, data protection and information management principles.

Desirable:

• Experience working within social housing, property services from a construction setting
• Knowledge of property compliance and building safety documentation.
• Experience supporting planned maintenance, asset management or construction projects.
• Familiarity with systems such as SharePoint, Aconex, Asite or other electronic document management platforms.
• Understanding of relevant housing legislation and regulatory requirements.
• Experience preparing documentation for audits and regulatory inspections.

We Will Provide:

• Excellent development and progression opportunities
• 25 days holiday, plus bank holidays
• Range of Salary Sacrifice Schemes [holiday purchase, EV schemes, AVC Pension contributions]
• Wellbeing Resources and Counselling services
• Retail & Lifestyle Discount Platform
• Enhanced Family Leave Provisions
• Recognition initiatives and awards
• Occupational Sick Pay

Why Join Cardo Group?

We are committed to creating a workplace where everyone feels valued, respected, and empowered to succeed. Diverse perspectives strengthen our business, drive innovation, and help us better serve the communities we work with.

Our commitment to Equity, Diversity, and Inclusion is rooted in our core values:

Teamwork – We collaborate, support one another, and achieve more together.

Integrity – We act with honesty, fairness, and transparency in everything we do.

Excellence – We set high standards and deliver quality for our people and our customers.

Respect – We value every individual and create a space where all voices are heard.

We ensure fair opportunities, embrace diverse backgrounds and experiences, and foster a culture where everyone truly belongs. Join us on our ambitious, exciting, and inclusive journey.