Document Controller

Roles and responsibilities:

Document Control

• Receive, register, classify, and distribute all incoming and outgoing project documents.

• Maintain the project document control system and ensure document numbering complies with project procedures.

• Ensure only the latest approved revisions are issued for construction and project use.
• Archive superseded documents while maintaining a complete document history.

Engineering and Construction Documentation

• Control engineering drawings, specifications, method statements, material submittals, shop drawings, RFIs, technical submittals, and approvals.
• Track the review and approval status of all technical documents.
• Maintain current drawing registers and revision logs.
• Ensure construction teams receive approved documents in a timely manner.

Project Coordination

• Coordinate with project managers, engineers, consultants, subcontractors, and clients regarding document submissions and approvals.
• Monitor document turnaround times and follow up on overdue reviews.
• Support project meetings by preparing document status reports and action trackers.

Records Management

• Maintain organized electronic and hard-copy filing systems.
• Protect confidential information and control access to sensitive project documents.
• Ensure project records comply with contractual, legal, and company retention requirements.
• Prepare document packages for project handover and close-out.

Reporting

• Generate document control reports, including document registers, transmittal logs, drawing status reports, and submission trackers.
• Produce weekly and monthly reports on document progress and outstanding actions.
• Monitor document performance against project schedules.

Quality Compliance

• Ensure document control activities comply with the project's Quality Management System.
• Participate in internal and external audits related to document management.
• Support compliance with company procedures and applicable ISO standards.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Engineering, Information Management, or a related field.
• Document Control certification is an advantage.

Experience

• 3–8 years of experience as a Document Controller in civil construction or infrastructure projects.
• Familiarity with engineering drawings and construction documentation processes.

Required Skills

• Strong document management and organizational skills.
• High attention to detail and accuracy.
• Excellent communication and coordination skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Experience with document management platforms such as Aconex, Procore, Autodesk Construction Cloud, SharePoint, or similar systems.
• Ability to manage multiple priorities and meet project deadlines.
• Knowledge of construction terminology and document workflows.

Key Performance Indicators (KPIs)

• Timely processing and distribution of project documents.
• Accuracy of document registers and revision control.
• Percentage of documents processed within agreed turnaround times.
• Number of document control errors or non-conformities.
• Timely completion of project handover documentation.
• Compliance with project document control procedures and audit requirements.

Working Conditions

• Office-based with regular interaction with site personnel.
• May be required to visit the construction site to coordinate document distribution and record management.
• Occasional extended working hours to support project milestones and document submissions.