Site Document Controller; Contractor

Overview

GIBB Mining is a multi-disciplinary engineering design and project management enterprise, specialising in innovative and sustainable techno-economic holistic solutions for mining projects, from concept stage to commissioning and handover. Here you will find an environment conducive to helping you make the most of your abilities and skills. GIBB Mining, a subsidiary of the GIBB Group, is looking for another talented professional to complement their team, in the form of a Site Document Controller
.

We welcome your application if you meet the requirements, listed below, for this position.

Core purpose:

To manage, control, track, distribute and maintain all project documentation and drawings using approved document control systems, ensuring accuracy, compliance, traceability, correct version control and timely information flow to all project stakeholders.

Key Performance Areas

• Maintain accurate site records
• Filing management
• Document control
• Internal communication
• nformation flow
• Office management
• Attributes:

• Punctuality
• Accuracy
• Responsiveness

Core Competencies

• Communication Skills - Clear verbal and written communication with contractors, site staff, and management. Ability to draft professional correspondence and meeting minutes. Active listening to ensure instructions and updates are correctly understood.
• Attention to Detail - Accuracy in documentation, filing, and compliance records. Vigilance in spotting errors or inconsistencies in reports and permits.
• Organizational Ability - Prioritizing tasks effectively in a fast-paced site environment. Managing multiple deadlines without compromising quality. Maintaining structured filing and document control systems.
• Confidentiality & Integrity - Handling sensitive project and personnel information discreetly. Upholding ethical standards in financial and HR-related tasks.
• Adaptability & Flexibility - Adjusting to changing site schedules, priorities, and unexpected challenges. Willingness to learn new digital tools or processes.
• Interpersonal Skills - Building positive relationships with site staff, contractors, and external stakeholders. Diplomacy in resolving minor conflicts or misunderstandings. Team-oriented mindset to support site operations.
• Problem-Solving - Proactive in identifying administrative bottlenecks and suggesting improvements. Resourcefulness in handling logistical or documentation issues.
• Time Management - Meeting deadlines for reports, compliance submissions, and payroll. Balancing routine tasks with urgent requests.
• Professionalism & Reliability - Consistent punctuality and dependability. Presenting a professional image as the first point of contact for visitors.
• Stress Management - Remaining calm under pressure during peak construction phases. Maintaining efficiency despite tight deadlines or demanding stakeholders.

Responsibilities

• Ensure Technical document and drawing numbers are allocated.
• Ensure Technical documents/drawings are registered in DMS
• Ensure Technical documents/drawings are released and distributed under cover of a Transmittal Note
• Ensure ‘Master’ hard copy storage of Technical and Contractor Deliverable documents/drawings
• Discuss documentation problems and their solutions with the relevant owner of the document
• Prepare Document Control Reports from DMS for the Project Manager / Construction Manager
• Discuss any deficiencies, requirements, problems, with DMS with Project Manager / Construction Manager
• System / Application refer to relevant parties
• Obtain documentation routing details, i.e. “Document Distribution” matrices and other input data from the Project Manager / Construction Manager, and ensure implementation thereof
• Find Drawings
• Source the complete Engineering and Contractor (Vendor) Deliverable lists from Engineering and bulk update into the specified document control system. Maintain this list in conjunction with Engineering
• Ensure that you comply with QMS procedures and policy
• Update SharePoint of documentation on the specified document control system
• Ensure that all Incoming and Outgoing Technical documentation is controlled and recorded
• Ensure that documents for Internal and External review are issued and recorded
• Ensure that all…