Senior Document Controller
Key Skills for This Role
Full Job Posting
Key Responsibilities
- Administer and maintain the project Electronic Document Management System using Aconex, Procore, SharePoint, or the designated platform.
- Establish and implement document-control procedures, workflows, templates, coding structures, and submission protocols.
- Register, number, quality-check, track, and distribute incoming and outgoing project correspondence.
- Process drawings, shop drawings, technical submittals, material submissions, method statements, RFIs, site instructions, inspection records, and change documentation.
- Verify compliance with document-numbering conventions, metadata requirements, revision-control procedures, and distribution matrices.
- Reject or return incomplete, incorrectly coded, or noncompliant submissions for correction.
- Maintain revision control and prevent the unintended use or distribution of obsolete drawings and documents.
- Maintain master document registers for drawings, submittals, RFIs, correspondence, site instructions, nonconformance reports, change orders, and closeout records.
- Monitor workflows and engineering-review turnaround times against contractual and project requirements.
- Issue reminders, notifications, and escalation alerts for overdue reviews, pending responses, and delayed technical submissions.
- Coordinate document reviews among civil, structural, architectural, MEP, HSE, and other project disciplines.
- Produce weekly and monthly reports covering submission status, pending actions, overdue items, approval trends, and document-control KPIs.
Document Security and Records
- Maintain accurate transmittal records and verify receipt and acknowledgement by intended recipients.
- Control document access permissions and protect confidential, contractual, and commercially sensitive information.
- Maintain complete audit trails covering document receipt, review, approval, issue, revision, and final archiving.
Requirements
- Administer and maintain a project Electronic Document Management System using Aconex, Procore, SharePoint, or the designated platform.
- Apply document-numbering conventions, metadata requirements, revision-control procedures, and distribution matrices.
- Coordinate document reviews across civil, structural, architectural, MEP, HSE, and other project disciplines.
- Protect confidential, contractual, and commercially sensitive information through controlled document access.
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