Project Document Controller

PROJECT DOCUMENT CONTROLLER

Employment Type: Full-Time
Location: [Clark]
Department: Project Operations / Engineering

About the Role

We are seeking an experienced and highly organized Project Document Controller to manage and maintain all project documentation throughout the construction lifecycle. The successful candidate will be responsible for ensuring that engineering, technical, commercial, and contractual documents are properly controlled, tracked, distributed, and archived.

The ideal candidate must have hands-on experience using Aconex and a strong understanding of document control procedures within the construction or engineering industry. This position will work closely with Project Managers, Engineers, Consultants, Clients, Subcontractors, and Suppliers to ensure timely and accurate document submission, review, approval, and distribution.

Key Responsibilities

• Manage and maintain the project's document control system using Aconex.

• Receive, register, classify, distribute, track, and archive all project-related documents.

• Maintain accurate and updated Document Registers, Drawing Registers, Transmittal Logs, Submittal Logs, RFI Logs, and Correspondence Registers.

• Process and monitor Aconex workflows, including document submissions, reviews, approvals, comments, and revisions.

• Manage the submission and tracking of:

  • Shop Drawings
  • Material Submittals
  • Method Statements
  • Technical Submittals
  • RFIs
  • Inspection Requests
  • Test Reports
  • Technical Correspondence
  • As-Built Drawings
  • O&M Manuals
  • Other project-controlled documents

• Ensure that documents are properly coded, numbered, titled, revised, and distributed in accordance with project requirements.

• Monitor document review and approval status and follow up with responsible personnel to prevent delays.

• Ensure that only the latest approved drawings, specifications, and documents are available for project implementation.

• Maintain proper revision control and prevent the circulation or use of superseded documents.

• Prepare and distribute Aconex transmittals and project correspondence to clients, consultants, subcontractors, and suppliers.

• Coordinate with engineering and site teams regarding document submissions, revisions, approvals, and outstanding comments.

• Track overdue documents and provide regular status reports to the Project Manager and Project Operations team.

• Maintain electronic and hard-copy filing systems in accordance with company and project requirements.

• Support the Project Manager and QA/QC team in maintaining complete project records and quality documentation.

• Assist in the preparation and compilation of project turnover and close-out documentation.

• Maintain records of approved drawings, material approvals, inspection reports, testing and commissioning documents, warranties, certificates, and other handover requirements.

• Ensure project documentation is properly archived upon project completion.

• Maintain confidentiality, accuracy, and integrity of all project records.

Aconex Responsibilities

The successful candidate should have practical experience in using Aconex for construction project document management, including:

• Document uploading and registration
• Document numbering and revision control
• Document transmittals
• Mail and correspondence management
• Workflow management
• Review and approval tracking
• Distribution of approved documents
• Document searches and retrieval
• Drawing and document registers
• Monitoring document status and overdue actions
• Managing superseded and revised documents
• Supporting project close-out and document archiving

Key Competencies

• Excellent document organization and filing skills
• Strong attention to detail
• Effective follow-up and coordination skills
• Ability to work under tight deadlines
• Strong understanding of document revision and status control
• Good communication and interpersonal skills
• Ability to work independently and as part of a multidisciplinary project team
• Proactive approach to identifying document control issues
• High level of confidentiality and professionalism

Why Join Us?

Join our growing engineering and construction team and play a critical role in keeping major projects organized, compliant, and moving forward. You will work directly with project engineers, consultants, clients, and construction teams while developing valuable experience in modern construction document management and Aconex-based project workflows.

Pre-Screening Questions