Document Controller

Job Overview

We are looking for a highly organized and detail-oriented Document Controller to manage and maintain project, engineering, and operational documentation. The role will ensure documents are properly controlled, updated, distributed, and archived in accordance with Company procedures, project requirements, and document control standards.

The successful candidate will work closely with Engineering, QA/QC, Project, Operations, Maintenance, contractors, and clients to ensure accurate and timely document management throughout the project lifecycle.

Key Responsibilities

• Manage and maintain the document control system for project, engineering, maintenance, and operational documents.
• Register, track, distribute, and archive documents including drawings, specifications, procedures, reports, forms, and correspondence.
• Maintain accurate document registers, revision histories, transmittals, and document status trackers.
• Ensure the latest approved documents are properly distributed to relevant personnel and obsolete versions are controlled.
• Coordinate document submissions, reviews, approvals, and revisions with internal teams, clients, contractors, and other stakeholders.
• Monitor document status and follow up on outstanding submissions, comments, approvals, and revisions.
• Ensure documents are properly identified, numbered, formatted, filed, and stored according to established procedures.
• Assist in compiling and maintaining QA/QC documentation, inspection records, certificates, work packs, and project dossiers.
• Maintain electronic and physical filing systems and ensure documents are easily retrievable.
• Support project close-out, handover, and final documentation compilation.
• Prepare document control reports and provide updates on document status and outstanding items.
• Ensure confidentiality and proper control of sensitive project and Company information.
• Support internal, client, and external audits by providing required documentation and records.
• Ensure document control activities comply with Company procedures, QA/QC requirements, and applicable project requirements.
• Perform other duties and responsibilities assigned by Management from time to time.

Minimum Qualifications & Requirements

• Minimum Diploma or Certificate in any discipline.
• Experience in document control, administration, or project support will be an advantage.
• Experience in engineering, construction, maintenance, or project environments will be an added advantage.
• Proficient in Microsoft Office, particularly Word, Excel, and document management applications.
• Good understanding of document numbering, revision control, transmittals, and document filing.
• Strong attention to detail and accuracy.
• Good written and verbal communication skills.
• Strong organizational and time management skills.
• Able to manage multiple documents, priorities, and deadlines.
• Experience with electronic Document Management Systems (EDMS) or SharePoint will be an advantage.
• Able to work independently and effectively with multidisciplinary teams.

Skills & Competencies

• Document Control
• Revision Control
• Document Register Management
• Transmittal Management
• Filing & Archiving
• Document Tracking
• QA/QC Documentation
• Microsoft Office
• EDMS / Document Management Systems
• Attention to Detail
• Coordination & Communication