Document Controller

Job Summary

The Document Controller is responsible for managing, controlling, organizing, and maintaining all project-related documents to ensure that accurate and up-to-date information is available to project teams, clients, consultants, and subcontractors. The position ensures compliance with company document control procedures, client requirements, and quality management standards while maintaining confidentiality and proper document traceability throughout the project lifecycle.

Key Duties and Responsibilities

Document Management

• Receive, register, distribute, and file all incoming and outgoing project documents.
• Maintain an organized document control system (electronic and hard copy).
• Ensure that only the latest approved revisions of documents are issued and used.
• Archive superseded, obsolete, and completed project documents in accordance with company procedures.

Drawing & Technical Document Control

• Manage architectural, structural, MEPF, shop drawings, as-built drawings, specifications, material submittals, RFIs, method statements, inspection requests, and technical reports.
• Monitor drawing revisions and maintain revision history.
• Ensure timely distribution of approved drawings to all concerned personnel.

Transmittals & Correspondence

• Prepare and issue document transmittals to clients, consultants, subcontractors, and suppliers.
• Monitor document submissions and approvals.
• Track pending, approved, rejected, and returned documents.

Project Coordination

• Coordinate with Project Managers, Site Engineers, QA/QC Engineers, Quantity Surveyors, and consultants regarding document requirements.
• Follow up outstanding document approvals and responses.
• Assist project teams in retrieving required documents.

Records Management

• Maintain logs for:
• Drawings
• RFIs
• Material Submittals
• Inspection Requests
• NCRs
• Site Instructions
• Variation Orders
• Meeting Minutes
• Project Correspondence
• Ensure documents are properly coded and indexed.

Compliance

• Ensure compliance with company document control procedures.
• Maintain confidentiality of company and client documents.
• Support ISO Quality Management System documentation requirements, when applicable.

Reporting

• Prepare weekly and monthly document status reports.
• Monitor overdue document submissions.
• Generate reports on document progress and approval status.

Administrative Support

• Assist in project documentation during project commencement, execution, and turnover.
• Support preparation of project handover documents.
• Assist in close-out documentation and final archiving.