Document Controller

Alpago Design & Build is seeking a highly organised and detail-oriented Document Controller – Operations & Design to manage, maintain and control project documentation across the Operations and Design teams. The successful candidate will ensure that all drawings, technical documents, reports and project records are accurately maintained, properly version-controlled and accessible to the relevant stakeholders. This role requires strong organisational skills, a systematic approach to document management and the ability to coordinate effectively with internal departments, consultants, contractors and project teams.

Key Responsibilities

Document Control & Management

• Establish and maintain an organised document control system for all project and operational documentation.
• Manage the receipt, registration, distribution, tracking and archiving of drawings, technical documents, specifications, reports and correspondence.
• Maintain accurate document registers, revision histories and distribution records.
• Ensure the latest approved drawings and documents are available to the relevant teams and outdated versions are withdrawn from circulation.
• Monitor document submissions, approvals, revisions and outstanding actions to ensure deadlines are met.

Design & Technical Documentation

• Coordinate the issuance and receipt of architectural, interior design, structural and MEP drawings.
• Track drawing revisions, technical submissions, material approvals, shop drawings and as-built drawings.
• Liaise with design teams, consultants and contractors to ensure documentation is submitted, reviewed and updated in line with project requirements.
• Maintain records of design changes, technical queries, RFIs and approval status.
• Ensure project documentation follows the required naming conventions, filing structures and revision-control procedures.

Operations & Project Coordination

• Support the Operations team with maintaining project records, progress reports, meeting minutes and other operational documentation.
• Coordinate document submissions between internal departments, consultants, suppliers and subcontractors.
• Maintain records of approvals, permits, inspection reports, handover documents and project correspondence.
• Assist with the preparation and organisation of project handover files, including O&M manuals, warranties, completion certificates and as-built documentation.
• Follow up with relevant stakeholders on outstanding documents and approvals.

Compliance & Reporting

• Ensure all documentation is stored securely and managed in accordance with company procedures.
• Maintain confidentiality and ensure documents are accessible only to authorised personnel where required.
• Conduct regular checks to ensure document registers are accurate and complete.
• Identify opportunities to improve document control processes, filing systems and reporting procedures.

Requirements

• Bachelor’s degree or diploma in Business Administration, Engineering, Architecture, Construction Management or a related field is preferred.
• Previous experience as a Document Controller within construction, design and build, architecture, interior design or real estate development.
• Experience managing both design and operational documentation within a project-based environment.
• Strong understanding of document control procedures, revision tracking, drawing registers and approval workflows.
• Proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• Experience using document management platforms such as Aconex, Procore, SharePoint or similar systems is an advantage.
• Ability to read and understand technical drawings and construction documentation is preferred.
• Excellent organisational skills, attention to detail and time management.
• Strong communication and coordination skills, with the ability to work effectively across multiple teams.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.