Document Controller

Key Responsibilities

• Oversee the entire project document management system including registration, numbering, filing, version control, and distribution processes.
• Handle incoming and outgoing drawings, technical documents, submittals, reports, correspondence, meeting minutes, and transmittals by logging, issuing, and tracking them diligently.
• Guarantee that all project-related documents are correctly coded, thoroughly reviewed, approved, and distributed to relevant internal and external parties.
• Administer document workflows through the designated Document Management System (DMS) or Electronic Document Management System (EDMS), ensuring timely progression of submissions, reviews, feedback, and approvals.
• Keep meticulous records of all incoming and outgoing documents, Requests for Information (RFIs), submittals, letters, drawings, and other project deliverables through accurate registers.
• Collaborate closely with Project Managers, Directors, technical teams, consultants, contractors, and client representatives to ensure smooth document control processes.
• Track the status of documents, flag overdue items and pending reviews, and provide frequent status updates to the project team.
• Identify and clearly mark superseded documents to ensure only the most recent and approved versions are circulated and utilized.
• Assist in project completion activities by assembling final documentation, handover packs, as-built records, and archived files as necessary.
• Maintain strict confidentiality and manage project records in line with company and client policies and standards.