Document Controller

Job Summary

The Document Controller is responsible for managing, organizing, and maintaining all company and project documentation across corporate departments and construction projects.

This includes drawings, submittals, contracts, correspondence, reports, specifications, HR and financial records, procurement documents, and technical documentation.

The role ensures accurate filing, proper version control, timely distribution, data integrity, and compliance with company procedures, ISO standards, and ERP document management workflows.

Key Responsibilities

1. Corporate & Project Document Management

• Maintain and control all company and project documents including architectural, civil, structural, and MEP drawings, contracts, HR files, procurement records, and financial documentation.

• Implement standardized document control procedures across all departments.

• Ensure strict version control, archiving of superseded documents, and traceability of revisions.

• Receive, scan, index, classify, and securely store documents in both physical and electronic repositories.

• Maintain master document registers, logs, and databases for corporate and project records.

2. ERP & Digital Systems Integration

• Manage document workflows within ERP and DMS platforms such as Odoo, Oracle, SAP, SharePoint, Aconex, or Procore.

• Ensure correct linking of documents to ERP modules (Procurement, Contracts, HR, Finance, Projects).

• Support data migration, document structuring, and digital archiving aligned with ERP implementation.

• Maintain document naming conventions, coding structures, and metadata standards.

3. Distribution, Coordination & Follow-Up

• Ensure timely distribution of drawings, RFIs, submittals, contracts, and approvals to relevant stakeholders.

• Coordinate with consultants, contractors, suppliers, and internal departments regarding document revisions and approvals.

• Track pending submissions, approvals, and renewals to prevent operational or contractual delays.

• Maintain continuous communication with site engineers, PMO, procurement, HR, and finance teams.

4. Quality Assurance & Compliance

• Ensure all documentation complies with ISO standards, company SOPs, audit requirements, and regulatory authorities.

• Verify completeness, accuracy, formatting, and approval status before document release.

• Support internal and external audits by providing structured and traceable documentation.

• Maintain confidentiality and secure handling of sensitive corporate records.

5. Reporting & Performance Tracking

• Prepare weekly and monthly document control status reports for management.

• Monitor submission deadlines, approval cycles, expiries, and compliance requirements.

• Highlight bottlenecks, overdue items, and workflow risks to the PMO and executive management.

6. Administrative & Operational Support

• Assist in preparation of presentations, reports, meeting minutes, and official correspondence.

• Support tendering, procurement, contract administration, and HR documentation.

• Maintain structured digital filing systems and corporate knowledge repositories.

Qualifications & Skills

• Diploma or Bachelor’s degree in Business Administration, Engineering, Information Management, or related field.

• 3–5 years’ experience in document control within construction, engineering, or contracting companies.

• Strong knowledge of corporate and project document control systems.

• Practical experience working with ERP systems (Odoo, Oracle, SAP) and DMS platforms (Aconex, Procore, SharePoint, etc.).

• High proficiency in MS Office, especially Excel document logs and tracking sheets.

• Excellent organizational ability, accuracy, and attention to detail.

• Strong communication, coordination, and confidentiality handling skills.

• Ability to manage large volumes of corporate and project records in fast-paced environments.

Job Type: Full-time