Document Controller

Role overview

Document control and management

• Establish and maintain an organised document control system for project and operational documentation.
• Manage receipt, registration, distribution, tracking, and archiving of drawings, technical documents, specifications, reports, and correspondence.
• Maintain registers, revision histories, and distribution records; circulate approved versions and withdraw outdated copies.
• Monitor submissions, approvals, revisions, and outstanding actions to help meet deadlines.

Design and technical documentation

• Coordinate architectural, interior design, structural, and MEP drawing issuance and receipt.
• Track drawing revisions, technical submissions, material approvals, shop drawings, and as-built drawings.
• Coordinate with design teams, consultants, and contractors on submissions, reviews, and updates.
• Record design changes, technical queries, RFIs, and approval status; follow naming, filing, and revision-control procedures.

Operations and project coordination

• Maintain project records, progress reports, meeting minutes, and operational documentation for the Operations team.
• Coordinate submissions among internal departments, consultants, suppliers, and subcontractors.
• Maintain approval, permit, inspection, handover, and project correspondence records.
• Help organise handover files, including O&M manuals, warranties, completion certificates, and as-built documentation; follow up on outstanding items.

Compliance and reporting

• Store documents securely, maintain confidentiality, and restrict access to authorised personnel where required.
• Check document registers for accuracy and completeness.
• Identify opportunities to improve document-control processes, filing systems, and reporting procedures.

Requirements

• Previous Document Controller experience in construction, design and build, architecture, interior design, or real estate development.
• Experience managing design and operational documentation in a project-based environment.
• Strong knowledge of document-control procedures, revision tracking, drawing registers, and approval workflows.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with Aconex, Procore, SharePoint, or similar platforms is advantageous.
• Ability to read technical drawings and construction documentation is preferred.
• A bachelor’s degree or diploma in Business Administration, Engineering, Architecture, Construction Management, or a related field is preferred.
• Strong organisation, attention to detail, time management, communication, coordination, prioritisation, and deadline management.