Document Controller
Summary
Maintains and controls all project documentation for a construction firm, tracking drawings, contracts, and compliance records using systems like Aconex or Procore.
Core Responsibilities
Document Management: Set up, maintain, and update the document control system for all project documentation, including drawings, specifications, correspondences, contracts, and reports-. Control all aspects of documentation throughout the project's life cycle, including cataloguing, posting, distributing, tracking, and compiling hard and soft copies-.
Version Control & Distribution: Control the issuance, tracking, and revision of documents in line with company procedures and project requirements. Ensure that all documents are updated to latest versions for issuance to Client/Consultant/Sub-contractors. Distribute documents to project teams and external stakeholders in a timely manner.
Register Maintenance: Manage the registry for documents/drawings submissions, including transmittals, letters, RFIs, Master Drawing List, and sample/catalogues submission registers. Maintain document register, drawing register, and material register-.
Compliance & Quality: Ensure documents meet project specifications and ISO standards. Maintain records as per Project Quality Plan (PQP). Coordinate receipts, maintenance, and distribution of documents related to project quality, regulatory requirements, classification, statutory certificates, and documentation handling-.
Filing & Archiving: Maintain proper filing, version control, and accessibility of all project documents. Ensure accurate and efficient filing and archiving of all hard and soft copy documentation, facilitating easy retrieval and maintaining confidentiality of sensitive information.
Project Closeout: Contribute to the compilation of final project dossiers, as-built portfolios, and project archiving.
Coordination: Liaise with Project Managers, site teams, subcontractors, consultants, and head office. Coordinate drawing and document flow seamlessly between site and main office.
Key Skills & Knowledge
Minimum 3 years of document control working experience in the construction industry
Strong knowledge of document management and control procedures
Proficient in MS Office applications (Word, Excel, etc.)
Experience with electronic document management systems (e.g., Aconex, Procore, BIM360) preferred
Knowledge of ISO 9001 standards preferred
Meticulous, detail-oriented, and highly organized with strong time management skills
Able to work independently and get along with others
Diploma in Business Administration, Engineering, Construction Management, or a related field
Typical Deliverables
Document Registers (Drawing Register, Material Register, etc.)