Document Controller – Construction Projects

JOB PURPOSE:

The Document Controller is responsible for managing, organizing, and controlling all project-related documentation throughout the project lifecycle. The role ensures that technical documents, drawings, correspondence, and project records are accurately maintained, properly tracked, and readily accessible in compliance with company procedures and project requirements.

The position plays a critical role in supporting project teams by ensuring effective document control processes, timely submissions, approval tracking, revision management, and distribution of controlled documents to relevant stakeholders.

KEY ACCOUNTABILITIES:

Document Management & Control:

• Manage and maintain all project documentation, including technical documents, drawings, correspondence, reports, and project records.
• Ensure all documents are properly registered, tracked, filed, and maintained in accordance with company procedures and project requirements.
• Maintain accurate document registers, submission logs, transmittals, and approval trackers.
• Control the issuance, distribution, receipt, and storage of project documents and drawings.
• Ensure all controlled documents are properly archived and easily retrievable throughout the project lifecycle.

Document Submission & Approval Tracking:

• Process document submissions, approvals, comments, rejections, and revisions in a timely and accurate manner.
• Monitor document status and follow up with project teams, consultants, subcontractors, and suppliers to ensure timely approvals.
• Maintain records of document revisions and ensure only the latest approved versions are available for use.
• Track outstanding submissions and highlight delays, discrepancies, or missing documentation to the Project Manager.

Project Coordination & Reporting:

• Coordinate with internal teams, consultants, contractors, subcontractors, and suppliers regarding document submissions and requirements.
• Support project teams with preparation of reports, presentations, and document packages.
• Assist in maintaining project records required for audits, handover, and close-out activities.
• Ensure compliance with project-specific document control procedures and quality management systems.

Quality & Compliance:

• Ensure all documentation follows established quality standards and document control processes.
• Maintain confidentiality and security of project documentation.
• Support continuous improvement of document management processes.

QUALIFICATIONS & EXPERIENCE:

• Diploma or Bachelor’s Degree in Business Administration, Engineering, Construction Management, or a related discipline.
• Minimum 3 years of experience as a Document Controller, Project Secretary, or similar role within the construction industry.
• Experience working on construction, landscaping, infrastructure, civil works, or utility projects is highly preferred.
• Strong knowledge of construction documentation processes, technical drawings, and project workflows.
• Experience using document management systems such as ACONEX, Procore, Asite, Unifier, or similar platforms is preferred.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook .

SKILLS & COMPETENCIES:

Technical Skills:

• Strong document management and filing skills.
• Good understanding of construction documentation and project control processes.
• Ability to manage technical drawings, revisions, and document registers.
• Strong attention to detail and accuracy.

Behavioral Competencies:

• Excellent organizational and time management skills.
• Strong coordination and stakeholder management abilities.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently and as part of a project team.
• Proactive approach to problem-solving.
• Customer-focused mindset with strong commitment to quality.