Document Comptroller

About the role

The Document Controller is responsible for the systematic receipt, classification, filing, distribution, tracking, retrieval, and archiving of company and project documents. The position ensures that authorized personnel have timely access to accurate and current documents while maintaining document confidentiality, traceability, and proper records retention.

Key responsibilities

• Receive, register, classify, and route incoming and outgoing documents in accordance with established procedures.
• Maintain an updated document master list, transmittal log, document register, and filing index.
• Ensure proper version control, revision numbering, approval status, and distribution of controlled documents.
• Organize and maintain both physical and electronic filing systems for contracts, reports, correspondence, permits, records, and other company documents.
• Monitor document submissions and follow up with responsible departments or personnel for incomplete, overdue, or pending documents.
• Release controlled documents only to authorized recipients and maintain evidence of receipt or distribution.
• Scan, digitize, rename, and upload documents to approved shared drives or document management systems using prescribed naming conventions.
• Safeguard confidential and sensitive records and ensure compliance with company data protection and access-control requirements.
• Retrieve requested documents promptly and provide accurate document status information to authorized users.
• Archive superseded, completed, or inactive documents in accordance with the approved retention and disposal schedule.

About you

• Strong organizational skills with keen attention to detail and accuracy.
• Good written and verbal communication skills.
• Able to maintain confidentiality and exercise sound judgment in handling company records.
• Able to manage multiple priorities, meet deadlines, and coordinate effectively with different departments.
• Experience in construction, mining, dredging, property, or other project-based environments is an advantage.