Document Controller

The Document Controller is responsible for managing, organizing, maintaining, and controlling company documents and records. The position ensures that documents are properly filed, updated, distributed, and easily accessible while maintaining confidentiality, accuracy, and proper document control procedures.

Key Responsibilities

• Receive, review, organize, and maintain company documents and records.
• Maintain an organized filing system for both physical and electronic documents.
• Ensure that documents are properly labeled, indexed, and stored.
• Monitor document revisions and ensure that only the latest approved versions are being used.
• Distribute controlled documents to the appropriate departments, employees, and project sites.
• Track incoming and outgoing documents and maintain document logs.
• Coordinate with project teams, engineers, contractors, suppliers, and other departments regarding document submissions.
• Prepare transmittals, document registers, and other document control reports.
• Follow up on pending, incomplete, or overdue documents.
• Ensure documents are properly archived and retained according to company procedures.
• Maintain confidentiality and security of sensitive company and project documents.
• Assist in preparing reports and records required for audits and project monitoring.
• Perform other administrative and document-related duties assigned by management.

Qualifications

• With experience in document control, administrative work, construction, or project documentation is an advantage.
• Knowledgeable in Microsoft Office (Word, Excel, Outlook) and document management systems.
• Strong organizational and filing skills.
• Detail-oriented and able to maintain accuracy when handling multiple documents.
• Good communication and coordination skills.
• Can work independently and meet deadlines.
• Willing to work at project sites or office locations as required.

Preferred Skills

• Knowledge of construction/project documentation.
• Familiarity with document numbering, revision control, transmittals, and document registers.
• Basic understanding of construction drawings, plans, and technical documents is an advantage.
• Ability to handle confidential and sensitive information professionally.