Document Controller

Job Purpose

The Document Controller is responsible for managing, organizing, tracking, and controlling all project and company documents to ensure that the latest approved versions are available to the relevant departments and project teams. The role ensures accurate document distribution, filing, revision control, and compliance with the company's document control procedures.

Key Responsibilities

• Manage and maintain the document control system for construction projects.

• Receive, register, classify, and distribute incoming and outgoing project documents.

• Maintain accurate document registers, logs, and tracking systems.

• Control the issuance and revision of drawings, specifications, technical documents, and other project records.

• Ensure that only the latest approved documents are available for use by project teams.

• Manage the distribution of Shop Drawings, IFC Drawings, Design Drawings, Material Submittals, Method Statements, RFIs, Inspection Requests, and Technical Submittals.

• Track document submissions, approvals, comments, revisions, and resubmissions.

• Coordinate with the Technical Office, Project Management, Site Teams, Consultants, and Subcontractors regarding document submissions and approvals.

• Maintain proper records of consultant/client comments and ensure timely distribution to the concerned teams.

• Prepare and update document transmittals and ensure proper acknowledgment of document receipt.

• Maintain both electronic and hard-copy filing systems in accordance with company procedures.

• Ensure documents are properly named, numbered, coded, and archived.

• Monitor document status and follow up on overdue submissions, approvals, and responses.

• Maintain revision history and ensure obsolete documents are properly identified and removed from active use.

• Support the project team in retrieving documents and records whenever required.

• Prepare regular document control reports and status summaries for Project Management.

• Ensure confidentiality and security of project documents.

• Assist in maintaining project handover and final documentation, including as-built drawings and operation & maintenance documents.

• Perform other document control and administrative duties as assigned by the Project Manager or Technical Office Manager.

Requirements

• Bachelor's degree in Business Administration, Information Management, or a relevant field.

• 3–7 years of experience in Document Control, preferably within a construction, contracting, or real estate company.

• Previous experience working on construction projects is highly preferred.

• Good knowledge of construction documentation and project workflows.

• Strong knowledge of MS Office, particularly Excel and Word.

• Experience with document management systems such as Aconex, SharePoint, EDMS, Procore, Autodesk Construction Cloud, or similar systems is an advantage.

• Good command of written and spoken English.

• Strong organizational and filing skills.

• High attention to detail and accuracy.

• Ability to manage multiple documents, deadlines, and priorities.

• Good communication and coordination skills.