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Archive superseded documents while maintaining a complete document history.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.