Document Controller

Document Controller

Exceptional Interior Decoration Company

Job Summary

The Document Controller is responsible for managing, controlling, and maintaining all documentation related to interior fit-out projects from tender and design stages through construction, completion, and final handover.

The role ensures that drawings, shop drawings, material submittals, RFIs, technical documents, approvals, correspondence, reports, and other project records are properly registered, distributed, tracked, updated, and archived.

The Document Controller works closely with the Project Manager, Design Team, Site Team, Procurement, Estimation, Commercial Team, subcontractors, suppliers, consultants, and clients to ensure that accurate and up-to-date project information is available to all relevant stakeholders.

Key Responsibilities

1. Project Document Control

• Manage and maintain all project documentation for interior fit-out projects.
• Establish and maintain document registers, trackers, filing systems, and document control procedures.
• Register all incoming and outgoing project documents and correspondence.
• Ensure documents are correctly named, numbered, dated, categorized, and filed.
• Maintain organized electronic and hard-copy project records where required.
• Ensure all project documentation is easily accessible, traceable, and securely maintained.

2. Drawings & Revision Control

• Manage architectural, interior design, MEP, shop drawings, construction drawings, and other technical documents.
• Maintain drawing registers and monitor revision status.
• Ensure project teams are working from the latest approved drawings.
• Distribute revised drawings and documents to relevant team members.
• Maintain records of superseded and obsolete drawings.
• Track drawing submissions, consultant/client comments, approvals, rejections, and revisions.

3. Material & Technical Submittals

• Register and track material submittals, samples, technical data sheets, catalogues, and product information.
• Coordinate the submission and distribution of material-related documentation.
• Track material approval status and follow up on pending approvals.
• Maintain records of approved, rejected, and revised material submissions.
• Ensure approved material documentation is properly filed and available for procurement and site teams.

4. RFIs, Transmittals & Approvals

• Prepare, register, issue, and track project transmittals.
• Maintain RFI registers and track responses, comments, and approvals.
• Monitor technical submissions and outstanding actions.
• Follow up with relevant team members regarding pending documents and responses.
• Maintain clear records of submitted, approved, rejected, revised, and pending documentation.

5. Project Correspondence

• Maintain records of correspondence between the company, client, consultant, subcontractors, suppliers, and other stakeholders.
• Register incoming and outgoing letters, emails, instructions, notices, and official communications.
• Ensure important project correspondence is properly filed and linked to the relevant project records.
• Maintain confidentiality, accuracy, and integrity of all project documentation.

6. Site & Project Documentation

• Maintain records of site reports, inspection requests, meeting minutes, progress reports, checklists, photographs, and other site documentation.
• Coordinate with the Site Team to ensure required documentation is submitted on time.
• Track outstanding documents and required actions.
• Support the Project Manager and Site Team in retrieving documents and records when required.

7. Project Handover & Close-Out

• Organize and maintain project close-out and handover documentation.
• Coordinate the collection of as-built drawings, approved material records, warranties, certificates, O&M manuals, testing and commissioning records, and other handover documents.
• Track outstanding close-out documentation and follow up with responsible parties.
• Ensure all final project records are complete, properly indexed, archived, and handed over in accordance with project requirements.

8. Coordination & Reporting

• Coordinate with Project Management, Design, Procurement, Estimation, Commercial, and Site teams regarding document requirements.
• Prepare document status reports, trackers, and summaries as required.
• Highlight overdue submissions, pending approvals, missing documentation, and outstanding actions.
• Provide regular and accurate document status updates to the Project Manager.
• Support the project team in maintaining an efficient and structured document control system.

Requirements

• Previous experience as a Document Controller, preferably within interior fit-out, construction, or contracting companies.
• Strong knowledge of document control procedures and project documentation.
• Good understanding of drawings, submittals, RFIs, transmittals, and project correspondence.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with document management systems, Aconex, Procore, SharePoint, or similar platforms is an advantage.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects and priorities simultaneously.
• Good written and verbal communication skills in English.
• Ability to coordinate effectively with multiple departments and project stakeholders.

Pay: ﷼100.00 - ﷼1,000,000.00 per month

Work Location: In person