Job Overview:

Document Controller [10 years]

We are seeking a meticulous and detail-oriented Document Controller to manage, organize, and maintain all project and company documentation. The Document Controller will ensure that all documents are stored securely, organized efficiently, and are easily accessible for relevant team members.

Key Responsibilities:

Document Management:

Receive, register, and categorize incoming documents from various stakeholders (clients, contractors, etc.).

Maintain a system for managing project-related documentation, including contracts, drawings, specifications, reports, and correspondence.

Ensure all documents are up to date and accurately archived in both physical and electronic formats.

Document Control System:

Implement and manage a centralized document control system (both physical and digital) to track document versions, approval statuses, and revisions.

Set up and maintain document templates, numbering conventions, and filing protocols.

Document Distribution:

Distribute documents to the relevant team members in a timely manner.

Coordinate the approval workflow for documents, ensuring that all approvals are obtained and recorded before distribution.

Compliance & Quality Control:

Ensure compliance with organizational policies, industry standards, and regulatory requirements for document management.

Conduct regular audits and checks on documents to ensure accuracy and consistency.

Collaboration and Communication:

Act as the primary point of contact for document-related inquiries within the team and with external stakeholders.

Collaborate with project managers, engineers, and other departments to ensure seamless document flow and control.

Record Keeping:

Maintain an organized, accessible archive of documents, ensuring all records are safely stored and preserved.

Prepare periodic reports on document status, including document control performance and project documentation health.

Qualifications:

Education:

Bachelor's degree or equivalent in Business Administration, Information Management, or a related field (preferred).

Certifications in Document Control or Records Management (e.g., ISO 9001) are a plus.

Experience:

10 years of experience in document control or records management in a corporate or project-based environment.

Familiarity with document management software (e.g., SharePoint, Aconex, Procore, or similar) is preferred.

Skills:

Excellent organizational and time-management skills.

Strong attention to detail and ability to work under pressure.

Good communication skills, both written and verbal.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).

Knowledge of document control procedures and standards.