DOCUMENT CONTROLLER

Job Summary

We are seeking a highly organized and detail-oriented Document Controller to join our Facilities Management team. The successful candidate will be responsible for controlling, maintaining, and managing all maintenance-related documentation, ensuring accurate record keeping, document tracking, revision control, and compliance with client and company requirements.

Key Responsibilities

• Manage, maintain, and control all Facilities Management documents and records.
• Receive, register, distribute, track, and archive technical documents, drawings, reports, and correspondence.
• Maintain document numbering systems, revision control, and document registers.
• Ensure the latest approved drawings, documents, and procedures are available to maintenance teams.
• Prepare and maintain document transmittals for client submissions.
• Maintain records of Preventive Planned Maintenance (PPM), corrective maintenance activities, work orders, inspection reports, checklists, and service reports.
• Organize and maintain both electronic and hard-copy filing systems.
• Monitor document submissions, approvals, comments, revisions, and resubmissions.
• Coordinate with engineers, supervisors, technicians, subcontractors, and client representatives regarding documentation requirements.
• Prepare monthly, weekly, and periodic maintenance reports and documentation.
• Assist in compiling documents required for KPI/SLA reporting, audits, inspections, and client submissions.
• Ensure all documents are properly backed up and can be retrieved promptly when required.
• Maintain confidentiality, accuracy, and integrity of all project and facility-related documents.

Requirements

• Bachelor's Degree or Diploma in Business Administration, Document Management, Engineering, or a related field.
• Minimum 3-5 years of experience as a Document Controller in Facilities Management, Maintenance, Construction, or Engineering projects.
• Strong knowledge of document control procedures, document registers, and revision management.
• Proficiency in Microsoft Office applications, especially Excel and Word.
• Experience with document management systems (DMS/EDMS) will be an advantage.
• Excellent organizational, communication, and record-keeping skills.
• Ability to work under pressure and manage multiple document workflows simultaneously.

Job Types: Full-time, Permanent

Work Location: In person