Document Controller

Designation: Document Controller

Location: East-Wharf Port, Karachi (On-Site)

Employment Type: Contractual / Third-Party

Experience: Minimum 3 years of relevant document control experience

Education: Minimum Bachelor's Degree / 14 years of education

COMPANY OVERVIEW:

The company is a leading terminal operator managing port berths under a long-term concession with the Karachi Port Trust (KPT). It plays a critical role in facilitating Pakistans maritime trade by delivering efficient, reliable, and technology-driven terminal operations. With a strong focus on trade facilitation.

Core Responsibilities:

• Manage all communication and correspondence between organisation

  and counterparties (PMC, Contractors, Suppliers, Consultants, and End

  Users) in accordance with ADPG standard operating procedures, using the ADPG mandated EDMS platform (Wrench).

• Develop and maintain project-specific document workflows, assigning

  clear owners and approval steps at each stage to ensure accountability

  and traceability.

• Maintain up-to-date correspondence registers and highlight any

  outstanding actions or pending responses to organisation, PMC, Contractor, or Supplier counterparts for timely closure.

• Ensure that all incoming and outgoing documents are directed to the

  correct recipients and copied in accordance with the approved Project

  Communication Plan.

• Maintain accurate and current drawing registers, ensuring all latest

  revisions and necessary documents are accessible to authorised project

  personnel through the EDMS.

• Manage the distribution and tracking of Change Management approval

  forms through the internal review and approval process, ensuring closure within target timelines.

• Manage the distribution of contractor and supplier invoices through the

  internal approval process and track each to completion, supporting cash flow forecasting and payment control.

• Receive, register, and distribute revised contractor programmes, weekly and monthly reports, and other periodic deliverables to the relevant project stakeholders.
• Act as the first point of contact between external parties and internal

  project personnel for all document-related matters, ensuring professional, controlled, and auditable communication.

• Support audit, claim defence, and dispute resolution activities by ensuring project records are complete, properly version-controlled, and retrievable.
• Maintain document control compliance in line with organisation and contractual standards, including confidentiality and data protection requirements.

Education, Qualifications & Requirements:

• Min. 16 years of education in relevant field.
• Recognized certification in Document Control / Records Management /

  EDMS is preferred (e.g. CDC - Certified Document Controller, or equivalent industry certification). Working knowledge of EDMS platforms (Wrench, Aconex, SharePoint, or equivalent) is essential, alongside strong proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and PDF management tools.

• Familiarity with ADPG standard operating procedures, ISO 9001 / ISO 19650 information management principles, and port / EPC project documentation standards is advantageous.
• Physical and mental fitness to operate in a project environment, including site visits and extended working hours during peak project phases.
• Available to work extended hours, including weekends and public holidays, during critical project milestones.

People Management Responsibilities:

• Ensure effective administration and discipline for self and team, including adherence to break schedules, attendance, overtime, leave policies, and dress code standards, where applicable.
• Monitor and manage the achievement of individual and team Performance, ensuring accountability and consistent performance where applicable.
• Ensure continuous training and development opportunities for self and

  direct reports; mentor and assist junior staff as needed.

• Ensure Quality, Occupational Health, Safety & Environmental Compliance.
• Promote & maintain a culture of self and team motivation, engagement, and happiness.

Strategic Responsibilities:

• Drive continuous improvement of the project control framework, EDMS

  workflows, and records management practices to align with evolving

  project, ADPG, and industry best-practice requirements.

• Capture lessons learned and embedded document control best practice

  across the project portfolio, supporting standardisation and knowledge

  transfer to future ADPG project initiatives.

• Support the Project Director and Project Management Function with

  timely, accurate documentation evidence to safeguard the project against contractual, claim, and audit exposure throughout the project lifecycle.

• Note: Additional / Other tasks and projects may be assigned as per

  requirement.