Job description

The Document Controller is responsible for establishing and maintaining an effective document control system for project documents, ensuring that all drawings, technical submittals, correspondence, reports, approvals, contracts, and records are properly registered, controlled, distributed, and archived in accordance with company and project requirements.

Key Responsibilities

• Manage and maintain the project document control system and document registers.
• Receive, register, review, distribute, and archive all project documents.
• Control the issuance and revision of drawings, specifications, shop drawings, material submittals, method statements, RFIs, WIRs, MIRs, and other technical documents.
• Ensure that only the latest approved revisions are available for use by project teams.
• Maintain accurate logs for incoming and outgoing documents, submissions, approvals, and comments.
• Coordinate document submissions and approvals between the Client, Consultant, Contractor, Subcontractors, and Suppliers.
• Follow up on pending submissions, approvals, comments, and overdue documents.
• Maintain proper records of transmittals, technical correspondence, meeting minutes, and project communications.
• Ensure documents are properly named, numbered, categorized, and filed according to the approved document control procedure.
• Maintain electronic and hard-copy filing systems and ensure easy retrieval of project records.
• Support the preparation of project reports, document status reports, and submission/approval trackers.
• Coordinate with engineering, procurement, construction, commercial, and QA/QC teams to ensure timely document flow.
• Maintain document confidentiality and prevent unauthorized access or distribution.
• Assist in project handover by compiling and organizing final documentation, as-built drawings, warranties, O&M manuals, test certificates, and other close-out documents.
• Ensure compliance with company procedures, project requirements, and applicable ISO/document control standards.

Skills

Bachelor’s degree or diploma in Business Administration, Engineering, Construction Management, or a related field is preferred.

Minimum 2–5 years of experience in document control, preferably within construction or real estate development projects.

Good knowledge of construction documentation and project workflows.

Experience with document management systems and platforms such as Aconex, Procore, SharePoint, Autodesk Construction Cloud, or similar systems is an advantage.

Good knowledge of Microsoft Office, particularly Excel, Word, and Outlook.

Strong organizational and filing skills.

Good written and verbal communication skills in English.

Ability to work under pressure and manage multiple documents and deadlines simultaneously.