Document Controller

Job Overview

We are looking for a skilled Document Controller to oversee and maintain all documentation throughout project phases. This role involves controlling, tracking, distributing, and archiving project documents while ensuring adherence to company procedures, document control standards, and contractual obligations.

Key Responsibilities

• Develop and maintain an effective document control system for project documents.
• Receive, record, categorize, and distribute incoming and outgoing documentation.
• Ensure proper review, approval, and issuance of project documents following document control protocols.
• Keep precise document registers, logs, and tracking tools up to date.
• Manage revisions and guarantee availability of only the latest authorized documents for project teams.
• Collaborate with project teams, consultants, contractors, and clients concerning document submissions and approvals.
• Archive project files electronically and in hard copy according to company policies.
• Generate document transmittals, correspondence, and reports.
• Track document submission timelines and proactively follow up on delays.
• Provide support to engineering and project teams by ensuring timely access to documents.
• Assist during project audits by supplying organized and complete documentation records.
• Maintain confidentiality and security of all project-related records.
• Ensure compliance with quality management systems, document control procedures, and contract requirements.

Qualifications and Skills

• Educational background: Diploma or Bachelor's degree in Business Administration, Information Management, Engineering, or related disciplines.
• At least five years of experience as a Document Controller within construction or engineering project environments.
• Experience collaborating with consultants, contractors, and cross-disciplinary project teams.
• Familiarity with document control standards and quality management frameworks.
• Preferred experience with Electronic Document Management Systems (EDMS).
• Proficient in Microsoft Office suite including Word, Excel, Outlook, and PowerPoint.
• Knowledge of document management software such as Aconex, Procore, SharePoint, Autodesk Construction Cloud, or comparable platforms.
• Strong understanding of document numbering, revision control, filing, and transmittal processes.
• Excellent capabilities in data entry, record keeping, and generating reports.

Core Competencies

• Superior organizational and time management talents.
• High focus on accuracy and meticulous attention to detail.
• Effective communication and coordination skills.
• Capability to handle multiple tasks and adhere to strict deadlines.
• Commitment to confidentiality and professionalism.
• Strong problem-solving and analytical aptitude.
• Team-oriented with collaboration skills.
• Robust documentation and record management ability.