Document Controller

Job Summary

The Document Controller is responsible for managing, organizing, and maintaining all project documentation related to commercial building construction. This includes drawings, submittals, correspondence, reports, specifications, and technical documentation. The role ensures timely distribution, accurate filing, proper version control, and compliance with project procedures and standards.

Key ResponsibilitiesDocument Management

• Maintain and control all project documents including architectural, civil, structural, and MEP drawings for commercial building projects.
• Implement document control procedures to ensure accurate logging, tracking, and archiving of documents.
• Ensure proper version control for all documents, ensuring obsolete documents are removed from circulation.
• Receive, scan, and index incoming documents and ensure proper filing (physical and electronic).
• Manage document registers, logs, and databases.

Distribution & Coordination

• Ensure timely distribution of drawings, submittals, RFIs, and technical documents to relevant project team members.
• Coordinate with consultants, contractors, suppliers, and internal departments regarding document revisions and approvals.
• Follow up on outstanding submittals or approvals to avoid delays in project execution.
• Maintain communication with site engineers and PM team for the latest updates on documentation.

Quality & Compliance

• Ensure all documentation complies with ISO standards, company procedures, and project requirements.
• Verify that documents are complete, accurate, and properly formatted before distribution.
• Support audits by providing required documentation and well-organized records.

Reporting & Tracking

• Prepare weekly and monthly document status reports for the project team and management.
• Track deadlines for submissions, approvals, and revisions.
• Monitor document workflows and highlight delays to the project management team.

Administrative Support

• Assist in preparing presentations, reports, and meeting minutes as required.
• Support tendering, procurement, and contract documentation processes.
• Manage digital platforms such as Aconex, Procore, or other document management systems when used.

Qualifications & Skills

• Diploma or Bachelor’s degree in Business Administration, Engineering, or a related field.
• 2–5 years’ experience as a Document Controller, preferably in commercial building or construction projects.
• Strong knowledge of document control systems and procedures.
• Proficiency in MS Office (Excel, Word, Outlook) and DMS platforms (Aconex, Procore, SharePoint, etc.).
• Excellent organizational skills and attention to detail.
• Good communication and coordination abilities.
• Ability to manage large volumes of documents in fast-paced environments.

Job Type: Full-time