Document Controller

Document Controller – Ensure Precision and Compliance in Project Documentation

Join our dynamic team as a **Document Controller**, where your meticulous attention to detail and organizational expertise will drive seamless project execution across the construction lifecycle. In this pivotal role, you will oversee the entire spectrum of project documentation—from initial drafting to final archiving—ensuring strict adherence to industry standards, regulatory requirements, and client specifications. Your work will be the backbone of our projects, guaranteeing clarity, accuracy, and efficiency in every phase.

As the **Document Controller**, you will play a critical role in maintaining the integrity of project deliverables while fostering collaboration among stakeholders, contractors, and consultants. This position demands a blend of technical proficiency, process-driven discipline, and strong communication skills to navigate complex workflows and ensure compliance at every turn.

Key Responsibilities

Your responsibilities will span **document management, quality control, and strategic coordination**, ensuring that every project asset—from blueprints to contracts—is meticulously tracked, version-controlled, and distributed with precision. Below are the core duties that define this impactful role:

• Document Management: Establish and uphold robust document control systems that streamline workflows and eliminate redundancies. Implement standardized naming conventions, filing structures, and versioning protocols to maintain consistency across all project deliverables. Leverage advanced document management systems like Procore, Aconex, or SharePoint to track submissions, revisions, and approvals in real time.
• Quality Assurance & Compliance: Act as the gatekeeper of project documentation by reviewing all submissions for completeness, accuracy, and alignment with project requirements. Coordinate with stakeholders to facilitate timely reviews and approvals, ensuring that every document meets the highest standards before distribution. Maintain strict confidentiality and security protocols to safeguard sensitive project information.
• Strategic Coordination: Serve as the primary liaison between project teams, external contractors, and clients, facilitating seamless communication regarding document-related matters. Distribute critical documentation to the right parties at the right time, while maintaining detailed transmission records. Support project meetings by preparing and disseminating relevant documentation, ensuring that all participants are equipped with the latest updates.
• Workflow Optimization: Develop and refine workflows within Aconex and other document management platforms to enhance efficiency and reduce bottlenecks. Continuously evaluate and improve processes to align with evolving project needs and industry best practices.
• Archival & Compliance: Ensure that all project documentation is archived in accordance with company policies and regulatory standards, preserving records for future reference and audits.

Why This Role Matters

In a field where precision is non-negotiable, the **Document Controller** is the linchpin that connects every aspect of a project—from design to execution. Your role goes beyond mere organization; it ensures that projects proceed without delays, disputes, or compliance risks. By maintaining impeccable documentation standards, you will not only support project success but also contribute to the long-term reputation of our organization for reliability and excellence.

Required Skills & Experience

To excel in this role, you must bring a proven track record of expertise in document control, particularly within the **construction or engineering sectors**. Your qualifications should include:

• A **high school diploma or equivalent**, with an **Associate’s degree preferred** in a relevant field such as construction management, engineering, or business administration.
• **8+ years of hands-on experience** in document control, with a strong foundation in the **construction project lifecycle** and its associated documentation requirements.
• Proven proficiency in **document management systems**, including **Procore, Aconex, or SharePoint**, with a particular emphasis on establishing and managing workflows in **Aconex**.
• **ISO 19650 certification** or an equivalent ISO quality certification, demonstrating your commitment to industry-leading standards.
• Advanced mastery of the **Microsoft Office Suite**, with a focus on **Excel** for data tracking, reporting, and analysis.
• Familiarity with **CAD software** and experience in managing construction drawings and technical specifications.
• A deep understanding of **construction drawings, project specifications, and regulatory compliance**, ensuring that all documentation aligns with legal and industry requirements.
• Bonus points for experience with **quality management systems (ISO 9001)**, further validating your ability to uphold the highest standards.

Desired Competencies

While technical expertise is foundational, your success in this role will also depend on a set of **soft skills and professional attributes** that elevate your ability to thrive in a fast-paced, collaborative environment:

• **Rigorous attention to detail**—the ability to spot inconsistencies, errors, or gaps in documentation with ease.
• **Exceptional organizational skills**—managing multiple documents, deadlines, and stakeholders without missing critical details.
• **Strong communication abilities**—both written and verbal—to articulate complex information clearly and concisely to diverse audiences.
• **Adaptability and resilience**—the capacity to work under pressure, meet tight deadlines, and pivot quickly in response to project changes.
• **Proactive problem-solving**—anticipating potential issues and implementing solutions before they impact project timelines or quality.
• **Collaborative mindset**—fostering strong working relationships with internal teams, external partners, and clients to ensure seamless document flow.

If you are a detail-oriented professional with a passion for process optimization and a commitment to excellence, we invite you to apply for the **Document Controller** position. Your expertise will be instrumental in driving our projects forward with confidence, precision, and professionalism.