Document Controller

The Document Controller is responsible for managing, maintaining, tracking, and distributing project documentation in accordance with client, project, supplier, and company requirements. The role ensures that documents are properly controlled, reviewed, approved, updated, and distributed within established deadlines while maintaining accuracy, confidentiality, and compliance with quality procedures. Key Responsibilities Establish and maintain an effective document control system for all project-related documentation. Manage document distribution schedules based on client, project, supplier, and internal requirements. Coordinate the submission, review, approval, revision, and distribution of project documents. Monitor document status and ensure timely updates, approvals, and submissions to meet project deadlines. Coordinate with project teams, engineers, consultants, clients, suppliers, and other stakeholders to ensure document revisions are completed and properly reviewed. Maintain accurate document registers, logs, transmittals, revision histories, and tracking records. Ensure all documents are correctly identified, numbered, dated, revised, and filed according to established procedures. Maintain both electronic and hard-copy document filing systems and ensure easy retrieval of records when required. Prepare and distribute drawings, specifications, reports, correspondence, forms, and other project documents to authorised personnel. Ensure that completed documents are reviewed and signed off by the appropriate personnel before distribution. Control obsolete and superseded documents and ensure that only the latest approved revisions are available for use. Follow standardised document control procedures and exercise appropriate judgement when handling project-specific requirements. Maintain document tracking and production systems throughout the project lifecycle. Support project teams by providing accurate and timely documentation and status information. Ensure compliance with company document control policies, quality assurance procedures, and client requirements. Assist with audits and provide document records and reports when required. Maintain confidentiality and security of project and company documentation.

Diploma or bachelor’s degree in business administration, engineering, information management, or a related field. Experience in document control, project administration, or a similar role. Strong knowledge of document management and document control procedures. Good understanding of revision control, document registers, transmittals, and approval workflows. Proficiency in Microsoft Office, particularly Excel, Word, and Outlook. Experience with document management systems such as Aconex, SharePoint, EDMS, Procore, or similar platforms is an advantage. Strong organisational and time-management skills. Excellent attention to detail and accuracy. Good written and verbal communication skills. Ability to coordinate effectively with multiple departments and stakeholders. Ability to work under deadlines and manage multiple documents and priorities simultaneously.

Establish and maintain an effective document control system for all project-related documentation. Manage document distribution schedules based on client, project, supplier, and internal requirements. Coordinate the submission, review, approval, revision, and distribution of project documents. Monitor document status and ensure timely updates, approvals, and submissions to meet project deadlines. Coordinate with project teams, engineers, consultants, clients, suppliers, and other stakeholders to ensure document revisions are completed and properly reviewed. Maintain accurate document registers, logs, transmittals, revision histories, and tracking records. Ensure all documents are correctly identified, numbered, dated, revised, and filed according to established procedures. Maintain both electronic and hard-copy document filing systems and ensure easy retrieval of records when required. Prepare and distribute drawings, specifications, reports, correspondence, forms, and other project documents to authorised personnel. Ensure that completed documents are reviewed and signed off by the appropriate personnel before distribution. Control obsolete and superseded documents and ensure that only the latest approved revisions are available for use. Follow standardised document control procedures and exercise appropriate judgement when handling project-specific requirements. Maintain document tracking and production systems throughout the project lifecycle. Support project teams by providing accurate and timely documentation and status information. Ensure compliance with company document control policies, quality assurance procedures, and client requirements. Assist with audits and provide document records and reports when required. Maintain confidentiality and security of project and company documentation.