Document Controller

Role Overview and Responsibilities

The Document Controller is responsible for maintaining the project's document filing systems to ensure smooth, accurate, and efficient handling of documents moving inward and outward as well as tracking their flow. This involves receiving, logging, distributing, and tracking project documents to ensure they reach the correct team members and stakeholders. The role requires maintaining meticulous records on submissions, revisions, approvals, and acknowledgments. Additionally, the Document Controller manages data entry, coding, and storage of documents using an Electronic Document Management System (EDMS).

They prepare and send transmittals, reports, acknowledgment letters, and other official correspondence through EDMS tools, including RoBOTic Document Control. Monitoring pending documents and coordinating with internal teams and stakeholders to secure timely responses and approvals is also essential. Accurate maintenance of document registers with correct filing, indexing, and easy accessibility is required. Support to project teams includes document control, word processing, and handling general administrative tasks. Preparation and export of As-Built documentation following client specifications is part of the responsibilities. The role ensures all documentation adheres to document control procedures, project standards, and client requirements, along with compiling reports and providing precise document status updates. Confidentiality, accuracy, and integrity in handling project records and documentation are paramount.

Qualifications and Experience

• Holder of a diploma or degree in a relevant discipline.
• At least five years’ experience in document control, ideally within large-scale construction, engineering, or infrastructure projects.
• Proven background in managing extensive technical and project documentation in a project environment.
• Proficient in Microsoft Office applications, with strong skills in Word and Excel.
• Familiarity with Electronic Document Management Systems such as Aconex or Oracle Primavera Unifier is preferred.
• Experience with document control systems like RoBOTic Document Control is considered beneficial.
• Basic knowledge of document numbering, revision control, transmittals, workflows, and document registers.
• Understanding of Windows operating systems, with additional knowledge of SQL and regular expressions being advantageous.
• Strong organizational and communication abilities with keen attention to detail.
• Capability to manage multiple priorities, meet deadlines, and work efficiently in a dynamic project setting.
• Ability to collaborate effectively with project teams, consultants, contractors, and clients.
• High level of accuracy and compliance with project documentation procedures.