Document Controller

1. Document Management System (DMS) Administration

• System Ownership: Administer and maintain the Electronic Document Management System (EDMS), which may include platforms like Aconex, SharePoint, or a proprietary internal system.
• Setup & Configuration: Configure and manage the document control structure, including folder directories, user access rights, permission levels, and metadata fields within the EDMS.
• Master Registers: Create, maintain, and update comprehensive Document Registers (Master Document Register - MDR) and correspondence logs for all technical, commercial, and administrative documents.

2. Document Processing and Control

• Receipt & Logging: Receive, log, and register all incoming and outgoing project documents, drawings, specifications, submittals, RFIs (Requests for Information), and correspondence.
• Version & Revision Control: Enforce strict version and revision control procedures. Ensure all project team members are working with the latest approved documents and that obsolete versions are clearly identified and removed from circulation.
• Transmittals: Prepare, issue, and track official Transmittals and submission packages to clients, consultants, subcontractors, and vendors, ensuring compliance with the project Distribution Matrix.
• Numbering: Ensure all documents adhere to the project-specific document numbering, coding, and naming conventions.

3. Flow Coordination and Quality Assurance (QA/QC)

• Distribution: Timely distribution of documents to the correct internal and external stakeholders based on the approved Distribution Matrix.
• Workflow Tracking: Monitor and track the review and approval cycle of all project submittals, RFIs, and drawings, escalating any impending or overdue approvals to the relevant Project Manager or Engineer.
• Quality Check: Perform quality checks on documents for completeness, correct format, proper metadata tagging, legibility, and compliance with the Document Control Procedure before final issuance or upload.
• Coordination: Act as the central point of contact for all document control queries and liaise effectively with the Technical, Engineering, QA/QC, and Procurement departments.

4. Archiving and Handover

• Retrieval: Efficiently retrieve project documents and information as requested by the Project Management Team for audits, reports, or daily operations.
• Project Closeout: Support the compilation and submission of final project documentation, including As-Built Drawings, Operation & Maintenance (O&M) Manuals, and Handover Dossiers/Data Books.
• Archiving: Manage the final archiving of all project documentation (hard copy and electronic) in a secure and organized manner as per company and client retention policies.