Documents Controller

Job Summary

Key Responsibilities

• Maintain and control all incoming and outgoing project documents.
• Register, distribute, and track drawings, technical submittals, RFIs, method statements, material approvals, and other project documentation.
• Prepare and submit quotations, invoices, work completion reports, technical submittals, and project correspondence.
• Maintain document logs and ensure all revisions are properly recorded and updated.
• Coordinate with clients, consultants, suppliers, and project teams regarding document submissions and approvals.
• Ensure documents are submitted within the required timelines.
• Organize and maintain both electronic and hard-copy filing systems.
• Monitor document status and follow up on pending approvals or responses.
• Prepare reports on document status, project progress, and submission records.
• Assist in preparing tender documents and contract-related documentation.
• Maintain confidentiality of company and project information.
• Support the Operations and Project Managers with administrative documentation requirements.
• Ensure compliance with company document control procedures and quality standards.

Required Qualifications

• Bachelor's Degree or Diploma in Business Administration, Engineering, or a related field.
• 2–5 years of experience as a Document Controller, preferably in MEP, construction, or technical services.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience with document management systems (Aconex, Procore, EDMS, SharePoint, or similar) is an advantage.
• Good knowledge of project documentation and contract procedures.

Required Skills

• Excellent document management and filing skills.
• Strong written and verbal communication.
• High attention to detail and accuracy.
• Time management and organizational skills.
• Ability to manage multiple projects simultaneously.
• Problem-solving and coordination skills.
• Professional email drafting and correspondence.
• Ability to work independently and as part of a team.

Key Performance Indicators (Kpis)

• Timely submission of project documents.
• Accuracy of document records and revision control.
• Zero loss of project documentation.
• On-time preparation of quotations, invoices, and completion reports.
• Client satisfaction regarding documentation.
• Compliance with document control procedures.
• Effective coordination with project teams and clients.