Document Controller

Document Controller

Your role

• is essential for maintaining project compliance, supporting timely technical reviews, and facilitating successful project handover.
• We envisage success in this role to include;
• Establishing and maintaining a comprehensive Document Control System for the duration of the project, including the construction phase and 12-month Defects Liability Period.
• Implementing and managing the use of the approved Electronic Document Management System (EDMS e.g., Aconex or equivalent) for all project documentation.
• Developing and enforcing standard document numbering, filing, and transmittal procedures in line with the client's and Consultant requirements.
• Receiving, logging, and distributing all Contractor submissions including Shop Drawings, Material Approval Requests (MARs), Method Statements, Technical Specifications, Calculations, RFIs, As-Built Drawings, O&M Manuals, and other deliverables.
• Maintaining a live, up-to-date tracker of all submissions with clear status (Received, Under Review, Approved, Rejected, Revised, etc.).
• Ensuring timely return of reviewed documents with Comment Review Sheets (CRS) and tracking open/close status of comments.
• Controlling all incoming and outgoing project correspondence, instructions, notices, and reports between the Consultant, Client, Contractor, and other stakeholders.
• Preparing and issuing formal transmittals and maintaining accurate records of all communications.
• Supporting the team in the preparation and compilation of Daily, Weekly, and Monthly Reports.
• Ensuring all quality-related documentation (ITPs, MIRs, WIRs, inspection records, test results, NCRs, etc.) is properly filed and easily retrievable.
• Supporting the compilation of the Project Completion Dossier and Handover Package in accordance with the client's Asset Completion and Handover Procedure (including Appendix A deliverables).
• Maintaining records for audit, claims, variations, and regulatory compliance purposes.
• Providing accurate document status updates for Weekly and Monthly Progress Meetings.
• Preparing document control metrics and reports as required by the Senior Project Manager/Project Director.
• Archiving all project records in a structured, secure, and indexed manner at project close-out.
• Providing training and guidance to the supervision team on document control procedures and EDMS usage.
• Coordinating with discipline leads (Construction Managers, Inspectors, HSE, etc.) to ensure timely review and response to submissions.