Document Controller

DOCUMENT CONTROLLER

Position Title:

Document Controller

Department:
Project Management Office / Head Office

Reports To:

Contracts Manager

Location:

Head Office, with support to project sites as required

The Document Controller is responsible for managing, organizing, controlling, and maintaining all project‑related documentation for the Head Office Project Management Office. The role ensures that project documents are accurately received, recorded, filed, distributed, tracked, updated, and archived in accordance with company procedures, project requirements, contractual requirements, and quality management standards. The Document Controller plays a key role in supporting the Contracts Manager, project teams, commercial teams, and site teams by ensuring that the correct project information is available, properly controlled, and easily accessible when required.

The role is important in protecting the company’s contractual position by ensuring that formal correspondence, notices, instructions, drawings, approvals, records, and supporting documentation are properly managed and traceable.

• Document Control and Administration

  Receive, register, file, track, and maintain all project documentation.

  Ensure that all project documents are correctly named, numbered, dated, version‑controlled, and filed.

  Maintain an accurate document register for each project.

  Ensure that documents are stored in the correct folders and are easy to retrieve when required.

  Control the flow of documentation between Head Office, project teams, clients, consultants, subcontractors, suppliers, and internal departments.

  Ensure that outdated or superseded documents are removed from active use or clearly marked as superseded.

  Assist with the implementation and maintenance of document control procedures.

  Ensure that project documentation is complete, accurate, and properly filed in accordance with company requirements.

• Support to the Contracts Manager

  Provide document control and administrative support to the Contracts Manager.

  Assist with maintaining records relating to contracts, project correspondence, formal notices, instructions, approvals, claims, variations, extensions of time, payment certificates, and contractual communications.

  Ensure that all contractual documents are properly saved, filed, tracked, and easily accessible.

  Assist with preparing contract administration packs, supporting documents, and project records when required.

  Maintain proper records of contractual deadlines, required responses, submissions, and outstanding documentation.

  Assist with tracking information required for contractual notifications, claims, disputes, audits, and project close‑out.

  Ensure that important documents are escalated to the Contracts Manager timeously.

• Project Management Office Support

  Support the Project Management Office with administrative and document‑related requirements.

  Assist Project Managers, Construction Managers, Quantity Surveyors, Commercial, Procurement, Health and Safety, and Quality teams with document retrieval and document submissions.

  Maintain project files for active and completed projects.

  Assist with preparing project packs, meeting packs, progress reports, submission packs, and handover packs.

  Ensure that project documentation is complete, up to date, and aligned with project requirements.

  Follow up on outstanding documentation from internal teams, subcontractors, suppliers, consultants, and site teams.

  Assist with maintaining a structured and consistent filing system across all projects.

• Correspondence and Communication Control

  Register and file project correspondence, including letters, notices, emails, instructions, minutes, reports, and formal communications.

  Ensure that important correspondence is distributed to the correct internal team members.

  Maintain records of formal instructions, approvals, submissions, responses, and contractual notices.

  Assist with tracking correspondence deadlines and required responses.

  Ensure that communications are properly saved and traceable for future reference, claims, disputes, audits, and project close‑out.

  Ensure that formal correspondence is filed under the…