Document Controller

About the job

Job Summary:

The Document Controller is responsible for receiving, recording, distributing, filing, and archiving project and company documents. The role ensures documents are accurate, current, and properly controlled in line with company procedures and project requirements.

Key Responsibilities:

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• Receive and log all incoming and outgoing project documents and correspondence.

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• Register documents in the document control system or tracking registers.

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• Check documents for completeness, correct format, and proper approval status before circulation.

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• Distribute documents to relevant departments, engineers, and site teams as per instructions.

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• Prepare and issue internal and external document transmittals.

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• Maintain organized electronic and physical filing systems for active documents.

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• Track document revisions and ensure only the latest approved versions are available for use.

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• Remove and file superseded or obsolete documents to prevent unintended use.

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• Support engineering, QA/QC, and project teams with document retrieval and tracking.

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• Maintain correspondence logs for emails, letters, and official communications.

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• Coordinate with subcontractors and suppliers for document submissions and updates.

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• Monitor document status such as issued for approval, information, or construction.

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• Assist in preparing document packages for client or consultant submissions.

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• Archive completed project documents in accordance with company archiving procedures.

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• Ensure confidentiality and proper handling of sensitive documents.

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• Support audits, inspections, and management reviews by providing required records.

Required Qualifications & Competencies:

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• Diploma or bachelor’s degree preferred.

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• 5+ years of experience in document control in construction.

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• Basic knowledge of document control procedures and filing systems.

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• Familiarity with document management systems is an advantage.

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• Proficient in MS Office and PDF software.

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• Good organizational skills with strong attention to detail.

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• Ability to manage multiple tasks and meet deadlines.