Document Controller

Overview

*Document Management & Control*

• Act as the custodian of all project documentation across assigned projects/packages.
• Establish and maintain document control procedures, registers, and naming conventions in line with project standards.
• Manage the issue, receipt, distribution, and filing of all incoming and outgoing documents.
• Ensure all documents are properly numbered, version-controlled, and stored in the project's Electronic Document Management System (EDMS).
• Maintain confidentiality and security of sensitive project information.

*Electronic Document Management System (EDMS) Administration*

• Administer the project EDMS (e.g., Aconex, ProjectWise, SharePoint, or similar platforms).
• Set up workflows, user access, distribution matrices, and folder structures.
• Train and support project team members and external parties in the correct use of the system.
• Troubleshoot user issues and liaise with IT/system providers where needed.

*Drawings & Technical Document Control*

• Manage the receipt, registration, and distribution of drawings, BIM models, specifications, and technical submittals.
• Ensure superseded documents are archived and the latest revisions are clearly identified.
• Maintain drawing and transmittal registers, ensuring traceability across design and construction phases.

*Correspondence & Contractual Records*

• Log and track all project correspondence, transmittals, RFIs, submittals, and notices.
• Support the commercial and project teams in maintaining accurate records of contractual communications under FIDIC and other agreements.
• Ensure timely retrieval of documents to support claims, variations, and audits.
• *Reporting & Compliance*
• Produce regular document control reports, including outstanding submissions, overdue responses, and KPI tracking.
• Monitor compliance of consultants and contractors with document control procedures.
• Highlight non-conformities and escalate issues to project management.
• Support internal and external audits by providing required documentation.

*Coordination & Stakeholder Support*

• Coordinate with consultants, contractors, designers, and internal teams to ensure timely flow of information.
• Act as the point of contact for all document control queries.
• Support meetings by preparing and distributing agendas, minutes, and supporting documents.

*Project Close-Out & Archiving*

• Compile and prepare project close-out documentation, including as-built records, O&M manuals, warranties, and handover files.
• Ensure all project records are properly archived in accordance with retention policies.
• Capture lessons learned and contribute to continuous improvement of document control processes.

Qualifications & Experience

• Diploma or Bachelor's degree in a relevant discipline.
• 5–10 years of relevant document control experience, preferably on large-scale construction or development projects.
• Experience working on residential, mixed-use, or masterplan developments preferred.
• Familiarity with FIDIC contracts and standard construction documentation workflows.

Key Competencies

• Highly organized with strong attention to detail.
• Strong understanding of document control procedures, version control, and information governance.
• Able to manage high volumes of documentation under tight deadlines.
• Clear written and verbal communication skills.
• Collaborative approach with internal and external stakeholders.
• Discretion in handling confidential and sensitive information.
• Proactive in identifying process improvements and resolving issues.