The Document Controller is responsible for the receipt, registration, distribution, filing, tracking, retrieval, and archiving of project and corporate documents. The role ensures that all documentation is maintained in accordance with company procedures, quality standards, and contractual requirements.
Key Responsibilities
Document Management
- Control and maintain project documentation in accordance with company standards and procedures.
- Receive, register, categorize, distribute, and archive incoming and outgoing documents.
- Maintain document numbering, revision control, and approval workflows.
- Ensure all documents are accurately logged in the Document Management System (DMS).
- Monitor document submissions, approvals, and overdue actions.
Records & Compliance
- Maintain up-to-date records of all project correspondence, drawings, specifications, reports, and other controlled documents.
- Ensure compliance with document control processes, ISO standards, and client requirements.
- Perform regular audits to verify document accuracy and completeness.
- Protect confidential information and ensure proper access controls.
Coordination & Reporting
- Coordinate with project teams, consultants, contractors, and clients regarding document submissions and revisions.
- Generate document status reports, transmittals, and registers.
- Support project managers and engineers in document retrieval and distribution.
- Track document review cycles and follow up on pending approvals.
Archiving
- Manage electronic and physical filing systems.
- Ensure project documents are archived according to company retention policies.
- Facilitate document handover and closeout activities at project completion.
Qualifications
- Diploma or Bachelor's degree in Business Administration, Information Management, Engineering, or a related field.
- Certification in Document Control or Records Management is an advantage.
Experience
- 2-5 years of experience as a Document Controller, preferably within construction, engineering, infrastructure, or project-based environments.
- Experience using Electronic Document Management Systems (EDMS) such as Aconex, Procore, SharePoint, Autodesk Construction Cloud, or similar platforms.