Document Controller

Key Responsibilities

Document Management

• Maintain and update all HSE documents, records, and registers.
• Ensure proper filing, tracking, distribution, and archival of HSE documents.
• Control document revisions and ensure that only current approved versions are in use.
• Maintain electronic and hard-copy filing systems.

HSE Reporting & Records

• Prepare daily, weekly, and monthly HSE reports.
• Maintain records of:
  • Safety inductions
  • Toolbox talks
  • Training certificates
  • Inspections and audits
  • Environmental reports
  • Incident and accident reports
  • Corrective Action Reports (CARs)
• Compile HSE statistics and KPI reports.

Coordination & Communication

• Coordinate with site HSE officers and project departments for document collection and submission.
• Submit HSE reports and records to clients and management as required.
• Ensure timely distribution of HSE alerts, safety bulletins, and lessons learned.

Compliance & Audits

• Support HSE audits and inspections by maintaining audit records.
• Track corrective actions and monitor closure status.
• Ensure compliance with ISO 45001 and ISO 14001 documentation requirements.

Training Records Management

• Maintain employee HSE training matrix and competency records.
• Monitor certificate validity and notify management of upcoming expiries.
• Keep records of inductions, training sessions, and emergency drills.

Data Entry & Tracking

• Update HSE databases, dashboards, and document control systems.
• Maintain document transmittals and tracking logs.
• Generate reports and summaries as requested by management.