Required Document Controller

Overview

1. Document Management & Organization

• Organize, store, and maintain all project documentation including contracts, drawings, proposals, specifications, and correspondence.
• Maintain structured filing systems (digital and physical) for easy retrieval and reference.
• Ensure proper categorization, indexing, and version control of all project documents.

2. Document Control Process Implementation

• Implement and maintain standardized document control procedures.
• Ensure all documentation complies with company policies and industry standards.
• Monitor and improve document workflow processes for accuracy and efficiency.

3. Data Entry & Record Maintenance

• Enter and update project-related data into internal systems and databases.
• Maintain accurate logs of all incoming and outgoing documents.
• Track document distribution, approvals, revisions, and submissions.

4. Quality & Compliance Control

• Review documents for accuracy, completeness, and compliance with company standards.
• Ensure all project documentation meets regulatory and contractual requirements.
• Monitor deadlines for document submissions, approvals, and revisions.

5. Coordination & Communication

• Coordinate with project managers, engineers, procurement teams, and site staff for document exchange.
• Serve as the focal point for all documentation-related queries and support.
• Ensure timely circulation of updated drawings and project revisions to relevant stakeholders.

6. Version Control & Tracking

• Track document revisions and ensure the latest versions are always accessible to project teams.
• Maintain a clear record of changes, updates, and approvals.
• Prevent the use of outdated documents across project sites and departments.

7. Reporting & Administration

• Generate reports on document status, compliance, and pending approvals for management.
• Support internal audits and documentation tracking summaries.
• Assist in improving document management systems and best practices across projects.

& Qualifications

• Proven experience as a Document Controller or in an administrative role within construction or landscaping projects.
• Strong organizational skills with excellent attention to detail.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and document management systems.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and meet deadlines effectively.
• Ability to work independently and coordinate with multiple departments.
• Knowledge of construction documentation processes is an advantage.

Job Type: Full-time