DOCUMENT CONTROLLER

PURPOSE OF THE JOB:

As a Document Controller, you will be responsible for maintaining an organized and up-to-date document management system for all project-related documents. This includes managing the receipt, distribution, and tracking of all project documentation, ensuring proper document control processes are followed and that project teams have easy access to necessary information. The role requires attention to detail, excellent organizational skills, and familiarity with document management software.

JOB RESPONSIBILITIES:

• Establish and maintain a systematic document control system for all project documentation, including drawings, contracts, specifications, reports, correspondence, and transmittals.
• Ensure all project documentation is properly categorized, logged, and stored in the appropriate formats (electronic and hard copy).
• Manage the document distribution process, ensuring that all documents are delivered to the relevant project team members, clients, contractors, and consultants in a timely manner.
• Implement and maintain document control procedures to ensure documents are properly reviewed, approved, and controlled.
• Track the status of all documents and ensure that any outdated or obsolete documents are promptly removed or updated.
• Monitor and report on document submission deadlines and ensure compliance with contractual obligations.
• Record and file all incoming and outgoing project-related correspondence, including emails, letters, and meeting minutes.
• Manage internal and external document flows, ensuring confidentiality and proper distribution of sensitive information.
• Maintain and manage the document control software and systems used by the company (e.g., Aconex, EDMS, SharePoint).
• Upload, update, and retrieve project documents using electronic document management systems, ensuring data integrity and accuracy.
• Provide document control support to project teams, including assisting with the preparation and submission of reports, specifications, and other project documents.
• Coordinate with engineers, quantity surveyors, project managers, and contractors to ensure proper documentation flow throughout the project lifecycle.
• Ensure that all documentation complies with project-specific, contractual, and regulatory requirements.
• Prepare documentation for audits and ensure that all records are easily retrievable.
• Perform regular audits of the document control system to ensure accuracy and completeness.

KEY QUALIFICATIONS:

• Bachelors degree in a related field (Business Administration, Engineering, or equivalent) is preferred.
• 3+ years of experience in document control, preferably in the construction or MEP contracting industry.
• Familiarity with document control standards and procedures in the construction industry.
• Proficient in document control systems and software (e.g., Aconex, SharePoint, EDMS).
• Excellent organizational skills, with strong attention to detail and accuracy.
• Ability to manage large volumes of documents and maintain an organized filing system.

VERTICAL: ENGINEERING