Document Controller

Position Overview

We are seeking a highly organized and detail-oriented Document Controller to oversee the management, tracking, and distribution of all project documentation throughout the project lifecycle. In this critical role, you will be responsible for maintaining a robust document control system that ensures compliance with company standards, regulatory requirements, and contractual obligations. The ideal candidate will possess extensive experience in document management within construction or engineering environments and demonstrate a commitment to precision, efficiency, and confidentiality.

Key Responsibilities

The Document Controller will play a pivotal role in supporting project teams by ensuring seamless access to accurate and up-to-date documentation. Your core responsibilities will include:

• Document Control System Management: Establish, maintain, and optimize a document control system to streamline the receipt, registration, classification, and distribution of all project-related documents.
• Document Processing and Distribution: Receive, log, and distribute incoming and outgoing documents while ensuring adherence to established document control procedures and revision protocols.
• Version Control and Compliance: Oversee document revisions to guarantee that only the most current and approved versions are accessible to project stakeholders, in compliance with quality management systems and contractual requirements.
• Document Registers and Tracking: Maintain meticulous records, including document registers, logs, and tracking systems, to facilitate efficient retrieval and audit readiness.
• Stakeholder Coordination: Collaborate closely with project teams, consultants, contractors, and clients to facilitate document submissions, approvals, and transmittals, ensuring timely compliance with project schedules.
• Archiving and Records Management: Organize and archive project documentation in both electronic and hard-copy formats, adhering to company policies and regulatory standards.
• Reporting and Documentation Support: Prepare and distribute document transmittals, correspondence, and reports to support project execution and stakeholder communication.
• Audit and Compliance Support: Assist in project audits by providing complete, well-organized documentation records and ensuring adherence to document control protocols.
• Confidentiality and Security: Safeguard sensitive project information by maintaining strict confidentiality and implementing security measures in line with company policies.

Qualifications and Requirements

To excel in this role, candidates must meet the following criteria:

• Education: A Diploma or Bachelor’s degree in Business Administration, Information Management, Engineering, or a related field.
• Experience: Minimum of 5+ years of hands-on experience as a Document Controller, preferably within construction or engineering project environments.
• Technical Proficiency:
  • Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Familiarity with Electronic Document Management Systems (EDMS) such as Aconex, Procore, SharePoint, Autodesk Construction Cloud (ACC), or equivalent platforms.
  • Expertise in document numbering systems, revision control, filing methodologies, and transmittal procedures.
• Core Competencies:
  • Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
  • Meticulous attention to detail and a commitment to accuracy in all documentation processes.
  • Strong communication and interpersonal skills to liaise effectively with multidisciplinary teams and external stakeholders.
  • Proven problem-solving abilities and analytical mindset to address documentation-related challenges proactively.
  • Demonstrated ability to work collaboratively within a team while maintaining a high standard of professionalism and confidentiality.

This role offers an opportunity to contribute to the success of large-scale projects by ensuring seamless document management and compliance. If you are a detail-oriented professional with a passion for organization and a track record of excellence in document control, we invite you to apply.