DOCUMENT CONTROLLER

Key Responsibilities

1. Document Management & Quality Control

• Review, index, code, and track incoming and outgoing documents (drawings, contracts, submittals, permits, material testing reports, invoices, and purchase orders).
• Maintain strict version control to prevent the use of outdated shop drawings, technical specs, or contract revisions.
• Ensure document submissions adhere to internal metadata standards, naming conventions, and brand formatting across all company divisions.

2. Multi-Industry Document Operations

• Construction & Cladding: Process Requests for Information (RFIs), Material Submittals, Method Statements, Shop Drawings, Inspection Test Plans (ITPs), and Quality Assurance/Control (QA/QC) records.
• Furniture Manufacturing: Maintain Bill of Materials (BOMs), product spec sheets, quality inspection reports, and client custom build sign-offs.
• Property & Leasing: Manage lease agreements, tenant contracts, property titles, occupancy permits, safety compliance certificates, and maintenance logs.
• Trading Business: Organize import/export documents, bills of lading, customs clearance filings, supplier catalogs, and commercial invoices.

3. System Management & Archiving

• Administer the Electronic Document Management System (EDMS) and maintain physical record filing cabinets.
• Create and update document distribution matrices to ensure engineering, project managers, site teams, legal, and finance receive correct copies promptly.
• Execute secure archiving, retention schedules, and document disposal procedures according to statutory regulations and corporate policies.

4. Audit, Compliance & Reporting

• Conduct periodic document audits to ensure site teams and business heads operate with current files.
• Assist internal and external auditors during ISO quality audits, safety inspections, or tax compliance reviews.
• Prepare weekly and monthly status reports on document approval workflows, pending RFIs, overdue submittals, and contract renewals.