Document Controller

Role Purpose

The Document Controller is responsible for managing, organizing, and maintaining all project documentation, ensuring accuracy, quality, and compliance with company and client standards. The role supports project teams by controlling the flow of documents, ensuring timely distribution, and maintaining an updated and secure document management system.

Key Accountabilities

• Establish, maintain, and update the Document Management System (DMS) for all incoming and outgoing documents.
• Ensure proper coding, numbering, labeling, and filing of documents according to company procedures.
• Control the issuance, storage, and retrieval of drawings, specifications, method statements, contracts, and correspondence.
• Maintain document registers and ensure accurate tracking of revisions and statuses.
• Distribute documents to relevant departments, consultants, and contractors in a timely manner.
• Ensure that the latest revisions of documents and drawings are always available to project teams.
• Coordinate with engineers, project managers, and subcontractors to ensure smooth document flow.
• Track submissions, approvals, comments, and ensure proper follow-up on pending actions.
• Ensure all documentation complies with project standards and client requirements.
  
  

Support the implementation of document control procedures and policies.

• Perform regular checks to verify document accuracy and completeness.
• Assist in internal/external audits by preparing required documentation and logs.
• Generate weekly/monthly document control reports, including submission logs and document status summaries.
• Maintain electronic and hard-copy archives of project documents for easy retrieval.
• Assist in preparing handover documentation and final project dossiers.
  
  

Qualifications, Experience, Knowledge & Skills

• Diploma or bachelor’s degree in business administration, Engineering, or related field (preferred but not mandatory).
• Minimum 1 year of experience as a Document Controller, ideally in the construction industry.
• Strong knowledge of document control systems (DMS) such as Aconex, Procore, EDMS, or similar.
• Proficiency in MS Office (Excel, Word, Outlook).
• Excellent organizational skills and attention to detail.
• Strong communication and coordination skills.
• Ability to work under pressure and meet deadlines.