Document Controller

Job Description:

Document Controller Position Overview / Purpose of the Role

The Document Controller is responsible for managing, organizing, and tracking all project-related documentation to ensure accuracy, accessibility, and compliance with company and industry standards. This role plays a critical part in maintaining the integrity of project records, supporting site and project teams, and ensuring the smooth flow of information across departments and external stakeholders.

• Establish, implement, and maintain a comprehensive document control system for both digital and physical records.
• Manage all incoming and outgoing project documents, ensuring correct filing, categorization, and timely distribution.
• Maintain strict version control to ensure teams are always working with the latest documents.

• Create and update logs for drawings, RFIs (Requests for Information), MOMs (Minutes of Meeting), approvals, submissions, and other project documentation.
• Monitor document status and ensure timely follow-up on pending approvals or updates.

• Coordinate document distribution across internal departments and with external consultants, contractors, and vendors.
• Serve as the primary point of contact for document-related queries and ensure smooth information flow.

• Ensure all documents are formatted correctly and comply with company, client, and regulatory standards.
• Conduct periodic checks to confirm consistency, accuracy, and completeness of documentation.

• Prepare and submit daily, weekly, and monthly document control reports as required by the project team or management.
• Highlight delays, discrepancies, or issues in document circulation.

• Provide updated drawings, procedures, and documentation to site teams for inspections, installations, and project execution.
• Assist in audits and inspections by ensuring availability of relevant records.

• Bachelor’s degree or diploma in engineering, business administration, or a related field.
• Proven experience in document control within construction, engineering, or similar project environments.
• Strong organizational and time-management skills.
• Proficiency in document control software.
• Excellent communication and coordination abilities.
• Attention to detail and commitment to accuracy.