Document Controller

Job Description:

The Document Controller is responsible for the management, organization, and control of all technical and non-technical documents related to construction projects. This role ensures that documents are filed correctly, maintained in an orderly manner, and distributed accurately to relevant stakeholders. The Document Controller supports project teams by ensuring compliance with document control standards, tracking document versions, and maintaining confidentiality and integrity of all controlled documents.

Key Responsibilities:

1) Maintain and manage all incoming and outgoing documents in a structured document control system.

2) Ensure all construction project documents are up-to-date, properly labeled, and easily accessible.

3) Track revisions and maintain version control across all technical documents, drawings, and specifications.

4) Distribute and retrieve controlled documents to and from project team members, consultants, and contractors.

5) Coordinate with engineering, procurement, and site execution teams to ensure timely document submission and approvals.

6) Ensure proper filing and archiving of physical and electronic records in line with company standards.

7) Support audits and inspections by providing accurate and timely document retrieval.

8) Ensure confidentiality, data integrity, and controlled access to sensitive documentation.

KRAs and KPIs:

1. Document Management and Control

· KPI: Ensure 100% of documents are filed and indexed correctly within 2 working days.

· KPI: Maintain 100% version control accuracy for all construction-related documents.

· KPI: Ensure timely distribution of documents to stakeholders with 95% on-time rate.

2. Compliance and Record Keeping

· KPI: Achieve 100% compliance with internal document control procedures during audits.

· KPI: Maintain document retrieval accuracy at 98% or higher for audit or stakeholder requests.

· KPI: Ensure 100% confidentiality and access control for sensitive documents.

3. Collaboration and Communication

· KPI: Respond to 95% of document requests within 24 hours.

· KPI: Maintain a 90% satisfaction score from project teams on document management services.

· KPI: Conduct monthly document control reviews with zero overdue actions.