Document Controller

Position Overview

The Document Controller oversees the management and organization of all project-related documents throughout the construction lifecycle, ensuring smooth document flow, accurate version control, and compliance with project and industry standards.

Key Responsibilities

• Develop and sustain effective document control systems and procedures.
• Receive, record, distribute, and monitor all project documentation such as drawings, contracts, correspondence, and specifications.
• Maintain accurate document versioning and keep comprehensive document registers.
• Apply and uphold standardized document naming conventions and structured filing systems.
• Archive finalized project documents in line with company policies and regulatory demands.
• Review and verify documents for completeness, correctness, and adherence to project specifications.
• Coordinate review and approval processes with all relevant project stakeholders.
• Monitor the progress of document submission, review, and approval cycles.
• Ensure strict compliance with document control protocols and industry standards.
• Protect confidentiality and secure sensitive project information.
• Act as the communication bridge between project teams, contractors, consultants, and clients regarding documentation.
• Distribute documents systematically according to predefined distribution matrices.
• Manage document transmittals and maintain accurate transmission logs.
• Assist in project meetings by organizing and circulating the necessary documentation.

Required Qualifications and Experience

• Minimum education of high school diploma or equivalent; Associate's degree is favored.
• Over eight years of experience in document control, ideally within construction or engineering sectors.
• Familiarity with the construction project lifecycle and its documentation needs.
• Competency with document management tools such as Procore, Aconex, and SharePoint.
• Skill in setting up workflows specifically within Aconex platforms.
• Certification in ISO 19650 or a comparable ISO quality standard.
• Advanced capabilities in Microsoft Office, especially Excel.
• Working knowledge of CAD software and management of technical drawings.
• Understanding of construction-related documents including drawings and specifications.
• Experience or knowledge of quality management systems, with ISO 9001 being an advantage.

Desired Personal Skills

• Meticulous attention to detail and strong accuracy focus.
• Excellent organizational talents and ability to prioritize effectively.
• Strong verbal and written communication skills.
• Capability to perform well under pressure and meet strict deadlines.
• Proactive problem-solving mindset.
• Team-oriented with solid interpersonal skills.