Document Controller - Hotel Project

SCOPE OF THE JOB

Strategic Roles & Responsibilities

The Document Controller / Secretary is responsible for establishing, maintaining, and administering effective document control systems for projects. The role ensures accurate, timely, and secure management of all project documentation, drawings, correspondence, and records in line with company procedures, client requirements, and statutory standards.

Document Control & Management

1. Establish, implement, and maintain document control procedures and change control systems for projects.
2. Ensure compliance with internal document control standards and external/client requirements.
3. Monitor receipt, registration, control, and distribution of all incoming and outgoing documents.
4. Assign document numbers for drawings, correspondence, transmittals, RFIs, and related records as per defined procedures.

Records, Registers & Tracking

1. Maintain up-to-date document registers, databases, and revision control logs.
2. Prepare and maintain transmittals, tracking sheets, RFIs, letters, and design-related correspondence.
3. Ensure timely movement, circulation, and retrieval of documents and drawings without delays.

Systems & Tools

1. Manage project documentation using EDMS platforms such as Aconex, Expedition, or similar systems.
2. Ensure correct uploading, downloading, version control, and access rights within document management systems.
3. Maintain structured digital and physical filing systems as per project and company guidelines.

Coordination & Communication

1. Coordinate with project teams, consultants, contractors, and clients to ensure smooth document flow.
2. Support project managers and engineers with accurate and timely documentation support.
3. Maintain confidentiality and data integrity of all project information.

Administrative & Office Support

1. Maintain office stationery, consumables, and documentation-related supplies at site or office.
2. Provide secretarial and administrative support related to project documentation as required.

Operational Responsibilities

1. Ensure implementation of company-defined systems and processes for document management.
2. Support audits, reviews, and inspections by providing required documentation promptly.
3. Assist in maintaining compliance records related to quality, safety, and statutory requirements.

People Management

1. Work collaboratively with internal teams, consultants, and contractors.
2. Act as a central point of coordination for project documentation and information flow.