Job description

Department: Document Management / Operations

Reports To: Project Manager

Job Type: Full-Time

Position Summary:

The Document Controller is responsible for managing and organizing all documents related to the project, department, or company. This role ensures that all documentation, including contracts, technical drawings, specifications, reports, and other essential materials, is controlled, stored, and easily accessible. The Document Controller plays a critical role in maintaining the accuracy, security, and compliance of records, contributing to smooth operational workflows.

Key Responsibilities:

Document Management:

Create, organize, and maintain document control systems (both physical and electronic).

Ensure proper labeling, indexing, and filing of documents for easy retrieval.

Coordinate document flow between project teams, departments, and external stakeholders (clients, contractors, vendors).

Track and control the issuance of revised documents and ensure that obsolete versions are removed from circulation.

Document Control & Compliance:

Ensure that documents comply with company, regulatory, and client standards.

Monitor compliance with document management policies and procedures.

Coordinate document approvals, signatures, and versions to ensure accuracy.

Assist in the creation and maintenance of documentation for audit purposes.

Collaboration & Support:

Provide support to teams for document-related inquiries and access requests.

Facilitate the submission and receipt of documents to and from external parties (clients, regulatory bodies, etc.).

Manage project documentation, including RFIs (Requests for Information), submittals, and correspondence.

Software & Tools:

Use document management software (e.g., SharePoint, Procore, Aconex, or similar) to upload, store, and track documents.

Ensure proper backup of electronic documents and maintain data integrity.

Reporting & Documentation Updates:

Prepare periodic reports on document control status (e.g., outstanding approvals, missing documents).

Maintain an updated log of document revisions, submissions, and approvals.

Qualifications:

Education:

High school diploma or equivalent; Associate’s degree or technical certification in document management or related fields preferred.

Experience:

2+ years of experience in document control, administration, or records management (preferably in construction, engineering, or technical industries).

Experience with document management systems and software.

Skills:

Strong organizational and time-management skills.

Proficient in MS Office (Excel, Word, Outlook) and document management software.

Attention to detail and accuracy in document handling.

Strong communication skills, both written and verbal.

Working Conditions:

Office-based position with occasional site visits if required.

Ability to work under pressure and meet deadlines.

Must be able to handle confidential information.