Senior Document Controller

Key Responsibilities:

• Administer and maintain the project Electronic Document Management System using Aconex, Procore, SharePoint or the designated platform.
• Establish and implement document-control procedures, workflows, templates, coding structures and submission protocols.
• Register, number, quality-check, track and distribute incoming and outgoing project correspondence.
• Process drawings, shop drawings, technical submittals, material submissions, method statements, requests for information, site instructions, inspection records and change documentation.
• Verify that submissions comply with approved document-numbering conventions, metadata requirements, revision-control procedures and distribution matrices.
• Reject or return incomplete, incorrectly coded or noncompliant submissions for correction.
• Maintain strict revision control and ensure that superseded documents are clearly identified, withdrawn and archived.
• Prevent the unintended use or distribution of obsolete drawings and documents.
• Maintain updated master document registers for drawings, submittals, RFIs, correspondence, site instructions, nonconformance reports, change orders and closeout records.
• Monitor document workflows and engineering-review turnaround times against contractual and project requirements.
• Issue reminders, notifications and escalation alerts for overdue reviews, pending responses and delayed technical submissions.
• Coordinate document reviews among civil, structural, architectural, MEP, HSE and other project disciplines.
• Produce weekly and monthly reports showing submission status, pending actions, overdue items, approval trends and document-control KPIs.
• Maintain accurate transmittal records and verify receipt and acknowledgement by the intended recipients.
• Control document access permissions and protect confidential, contractual and commercially sensitive information.
• Maintain complete audit trails covering document receipt, review, approval, issue, revision and final archiving.
• Support the Project Manager and discipline engineers in retrieving current documents, historical records and supporting correspondence.
• Coordinate with contractor document controllers to ensure consistent implementation of approved procedures.
• Conduct routine quality checks and audits of the contractor’s document-control records.
• Identify gaps, duplication, missing information and inconsistencies within project registers and databases.
• Train and guide project personnel on EDMS workflows, document coding, revision control and records-management procedures.
• Support meeting administration by controlling agendas, minutes, action registers and related correspondence where required.
• Coordinate the progressive collection of closeout documentation throughout the project rather than waiting until final completion.
• Prepare and maintain a closeout-documentation tracker covering all required handover deliverables.
• Coordinate the compilation, checking and final submission of as-built drawings, operation and maintenance manuals, warranties, certificates, test records and training documentation.
• Verify that final documentation is complete, correctly indexed, approved and consistent with contractual handover requirements.
• Prepare the final electronic and hard-copy project archives in accordance with Client requirements and approved retention procedures.
• Support document migration, data transfer and final EDMS closeout at the completion of the assignment.
• Comply with applicable Client procedures, contractual requirements, quality standards, information-security controls and occupational health and safety obligations.

Minimum Requirements:

• Bachelor’s degree or diploma in Information Management, Business Administration, Records Management or another relevant discipline from a recognized institution.
• Minimum 10 years of professional document-control experience, including substantial responsibility on construction or engineering projects.
• Demonstrated experience working within an engineering supervision consultancy is mandatory.
• Proven experience managing high volumes of technical drawings, submittals, correspondence and contractual records.
• Advanced practical capability in at least one major EDMS platform, preferably Aconex, Procore or SharePoint.
• Strong knowledge of document numbering, metadata management, revision control, transmittals, workflow management and distribution matrices.
• Experience maintaining master document registers and producing status and performance reports.
• Proven experience compiling and controlling project closeout dossiers, including as-built records, O&M manuals and warranties.
• Advanced Microsoft Excel skills, including data validation, filters, lookup functions, pivot tables and reporting trackers.
• High level of accuracy, organization, confidentiality and process discipline.
• Fluency in written and spoken English is mandatory.