Document Controller

Job Overview

The Document Controller will oversee the systematic organization, registration, distribution, and archiving of all technical and administrative documents related to Design Data Center projects, ensuring adherence to company standards and document management protocols. This role facilitates smooth communication among internal teams, consultants, contractors, and external parties for efficient document flow throughout project timelines.

Key Duties

• Manage and maintain the document control framework for Design Data Center projects.
• Receive, register, track, distribute, and file incoming and outgoing documents accurately.
• Keep current records of drawings, submittals, reports, RFIs, transmittals, contracts, and correspondence.
• Liaise with consultants, contractors, vendors, and internal teams regarding document submissions and updates.
• Ensure documents undergo proper review, approval, and dissemination according to procedures and project needs.
• Maintain precise revision control and document status logs.
• Prepare and issue document transmittals and manage tracking registers.
• Archive project documents for easy retrieval.
• Assist the Technical Design team with document reporting and status tracking.
• Monitor compliance with document management standards, naming conventions, and procedures.
• Help maintain EDMS systems and guarantee data correctness.
• Support project audits by providing required documentation.
• Manage sensitive documents with discretion and professionalism.
• Follow up on delayed submissions, approvals, and outstanding documents.
• Coordinate with stakeholders to ensure prompt document flow and clear communication.

Desired Attitude and Behaviours

• Consistently professional and positive demeanor.
• Excellent organizational and multitasking capabilities.
• High precision and attention to detail.
• Ability to work effectively under pressure and meet deadlines.
• Strong interpersonal and communication skills.
• Maintain confidentiality and integrity at all times.
• Proactive and solution-driven mindset.
• Team-oriented, able to collaborate across departments effectively.
• Flexible and ready to support operational needs as they arise.

Qualifications and Experience

• Bachelor's degree or diploma in Business Administration, Document Management, Office Administration, or related fields.
• At least 4-5 years experience in document control, ideally within design, engineering, construction, or data center sectors.
• Thorough understanding of document control practices and records management.
• Proficient with Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Experience working with EDMS/document management software.
• Familiarity with ACCE DC management, PMWEB, and Oracle platforms.
• Preferred experience in handling technical drawings and engineering documentation.
• Strong English communication skills, both written and spoken.
• Demonstrated ability to manage multiple priorities with accuracy and efficiency.