Document Controller

We are looking for an experienced Document Controller to support project teams in establishing, maintaining, and managing effective document control systems. The successful candidate will be responsible for ensuring that project documents are properly registered, reviewed, tracked, distributed, and maintained throughout the project lifecycle.

Key Responsibilities

• Establish and maintain project Document Control systems, including document registers, folder structures, workflows, templates, and basic Document Control procedures.
• Manage document numbering, revision control, metadata, document status tracking, transmittals, and document registers.
• Create and maintain Master Document Registers (MDR), Supplier Document Registers (SDR), SDRLs, transmittal registers, and other project registers.
• Manage and review vendor/supplier deliverables, client documents, internal project documents, and tender documentation.
• Ensure all project documentation is accurately recorded, traceable, properly controlled, and readily accessible.
• Monitor document submissions, revisions, approvals, and outstanding deliverables, and follow up with relevant stakeholders as required.
• Maintain document integrity and ensure the latest approved versions are available to project teams.
• Support the Lead Document Controller in establishing and maintaining the project Document Control system.
• Use Microsoft SharePoint for document management, collaboration, version control, and document tracking.
• Utilize Electronic Document Management Systems (EDMS) for document registration, metadata management, revision control, workflows, transmittals, and document retrieval.
• Prepare and maintain project documentation, reports, registers, and correspondence using Microsoft Office applications.
• Coordinate with vendors, suppliers, clients, engineers, project teams, and other stakeholders regarding document submissions and requirements.
• Manage multiple documents, vendors, and project deliverables while maintaining accuracy and meeting deadlines.
• Identify document control issues and support continuous improvement of document management processes.

Qualifications & Requirements

• At least 3 years of experience in Document Control, Project Administration, Engineering Administration, or a related role.
• Good understanding of document control processes, including document numbering, revision control, metadata, document registers, transmittals, and document status tracking.
• Experience managing vendor/supplier deliverables, client documents, internal project documents, and tender documentation.
• Knowledge of Document Control project start-up, including establishing document registers, folder structures, workflows, templates, and basic Document Control procedures.
• Proficient in Microsoft Office, particularly Excel, Word, Outlook, Teams, and PowerPoint.
• Good working knowledge of Microsoft SharePoint for document management, collaboration, version control, and document tracking.
• Practical understanding of Electronic Document Management Systems (EDMS) and their common functions.
• Experience creating and maintaining MDRs, SDRs, SDRLs, transmittal registers, and other project registers.
• Strong attention to detail, organization, communication, and follow-up skills.
• Ability to manage multiple priorities while maintaining document accuracy, traceability, and integrity.
• Ability to work independently and effectively support the Lead Document Controller.
• Power Automate / workflow automation knowledge is an advantage but not mandatory.