Document Controller - Contracts

Role Purpose

The Document Controller is responsible for establishing and maintaining an accurate, organized, and secure document control system for the Contracts Department, covering contracts, subcontracts, correspondence, claims, and variation records. The role ensures that all contractual documentation is properly logged, filed, version-controlled, and readily retrievable, supporting the Contracts Team Leader and the wider team in the timely circulation, tracking, and archiving of documents throughout the project lifecycle.

Key Accountabilities

• Establish and maintain document control systems and filing structures for the Contracts Department.
• Receive, log, and distribute incoming and outgoing contractual correspondence and documents.
• Maintain accurate and up-to-date logs/registers for contracts, subcontracts, variations, and claims documentation.
• Ensure documents are properly numbered, coded, and version-controlled in line with department procedures.
• Scan, upload, and archive hard and soft copies of contracts, correspondence, and supporting documents.
• Coordinate with the Contracts Team Leader and team members to ensure timely circulation of documents.
• Track document review, approval, and signature status, and follow up on pending actions.
• Maintain the confidentiality and security of all contractual documents and records.
• Support the preparation of documentation required for audits, claims, and management reporting.
• Retrieve and provide requested documents promptly to internal and external stakeholders.
• Ensure compliance with company document control procedures and standards.
• Comply with HSE requirements.

Qualifications, Experience, Knowledge & Skills

• Education: Bachelor’s degree in Business Administration, Engineering, or a related field.
• Experience: Minimum 1 year of relevant experience in document control, preferably within a construction or contracts environment.
• Computer Skills: Proficiency in Microsoft Office (Excel, Outlook, Word); familiarity with document management systems is a plus.
• Language: Good command of English language skills.