The Document Controller will be responsible for managing, controlling, and maintaining project documentation to ensure accuracy, traceability, and compliance with project and organizational standards. The role requires strong coordination with internal teams, consultants, and clients to support smooth project execution.
Key Responsibilities
Document Control & Management
- Establish, implement, and maintain document control procedures in line with project requirements.
- Manage incoming and outgoing project documents including drawings, technical submissions, correspondence, and records.
- Ensure correct document numbering, version control, revisions, and approvals are maintained.
- Maintain master registers and document trackers for easy retrieval and reporting.
Coordination & Distribution
- Coordinate with engineering, planning, construction, QA/QC, and procurement teams for document submissions and updates.
- Distribute documents to relevant stakeholders as per approved distribution matrices.
- Ensure timely submission of documents to clients, consultants, and third parties.
Compliance & Audit Support
- Ensure documentation complies with contractual, statutory, and quality system requirements.
- Support internal and external audits by providing accurate and up-to-date documentation.
- Ensure proper archiving of documents for handover and project closeout.
Systems & Tools
- Manage document control systems (DMS/EDMS) for electronic document storage and workflows.
- Ensure accuracy and consistency between hard copies and electronic records.
- Train project teams on document control processes and best practices.
Reporting & Record Keeping
- Prepare periodic document status reports and trackers for management review.
- Highlight document-related risks or delays and coordinate corrective actions.
- Maintain confidentiality and data integrity at all times.
Key Skills & Competencies
- Strong knowledge of document control processes and project documentation standards.
- Hands-on experience with document management systems (EDMS/DMS).
- Proficiency in MS Office (Excel, Word, Outlook).
- High attention to detail, organization, and time management skills.
- Strong communication and coordination abilities.
- Ability to work in a multi-stakeholder, site-based project environment.