Job Description

JOB PURPOSE
The Document Controller is responsible for managing day-to-day document control activities, ensuring all project documentation is accurate, organized, and up to date. This includes maintaining document registers, coordinating submissions with engineers, and ensuring only the latest approved documents are issued for construction and production. The role also involves compiling, tracking, and archiving all project records in compliance with company procedures, client standards, and contractual requirements. By maintaining proper version control and supporting smooth communication between teams, the Document Controller plays a key role in enabling efficient project delivery and compliance.

KEY RESPONSIBILITIES
1.0 Document Management & Control

1.1 Execute and manage daily document control activities in line with company procedures and project requirements.

1.2 Maintain, organize, and update document registers (drawings, materials, test reports, method statements, and other project documentation).

1.3 Ensure only the latest approved documents are issued for construction, production, and site use.

1.4 Implement proper version control, numbering, and archiving for all project documentation.

1.5 Maintain both electronic and hard-copy filing systems for easy retrieval and compliance with audit requirements.

1.6 Coordinate with engineers, QA/QC, and project teams to track submission, approval, and revision status of all documents.

1.7 Verify completeness and accuracy of incoming documents before uploading to the system or distributing to relevant teams.

1.8 Monitor document transmittals and follow up on outstanding approvals to avoid project delays.

1.9 Ensure compliance with client-specific document control standards and contractual requirements.

 

2.0 Coordination & Communication

2.1 Coordinate with engineers for preparing, submitting, and closing RFIs (Requests for
Information).

2.2 Liaise with project teams, subcontractors, and clients to ensure timely submission and distribution of documents.

2.3 Follow up on pending approvals and keep teams updated on document status.

2.4 Support engineers and project managers in compiling and submitting documentation for
inspections, approvals, and handovers.

2.5 Serve as the primary point of contact for document-related queries from internal teams and clients.

2.6 Facilitate smooth information flow between project departments to prevent miscommunication or delays.

2.7 Assist in coordinating project meetings by preparing, distributing, and tracking relevant documents.

 

3.0 Compliance & Quality Assurance

3.1 Ensure all documentation is compliant with project procedures, client requirements, and
quality standards.

3.2 Monitor document workflows to confirm proper review and approval processes are followed.

3.3 Assist in audits by providing accurate documentation and records.

3.4 Verify that all issued documents are correctly referenced and linked to project specifications or drawings.

3.5 Maintain traceability of changes and revisions to ensure accountability and transparency.

3.6 Identify gaps or non-conformities in documentation processes and report them to the supervisor for corrective action.

3.7 Ensure archiving practices meet regulatory, client, and company retention requirements.

 

4.0 Reporting & Tracking

4.1 Prepare and maintain logs for RFIs, shop drawings, material submittals, and other
document-related activities.

4.2 Generate periodic status reports for management highlighting outstanding approvals,
overdue submissions, and key document statistics.

4.3 Track submission and approval timelines to identify delays and bottlenecks.

4.4 Maintain comprehensive records of correspondence, approvals, and responses for audit and project reference.

4.5 Generate KPI reports on document control performance, including turnaround times and compliance rates.

4.6 Provide analysis and recommendations to project teams based on trends in document submissions and approvals.

 

5.0 Document Review & Validation

5.1 Review all incoming and outgoing documents to ensure accuracy, completeness, and compliance with project requirements.

5.2 Verify that drawings, specifications, and submittals meet company and client standards before issuance.

5.3 Ensure proper version control and highlight discrepancies or missing information to relevant stakeholders.

5.4 Coordinate with engineers and project teams to validate technical content in documentation.

6.0 Reporting & Tracking

6.1 Prepare and maintain logs for RFIs, shop drawings, material submittals, and other document-related activities.

6.2 Generate periodic status reports for management highlighting outstanding approvals, overdue submissions, and key document statistics.

6.3 Monitor document review timelines and notify relevant parties of pending approvals or delays.

6.4 Maintain records of all correspondence and document movements for audit purposes.

7.0 Coordination & Support

7.1 Liaise with project teams, subcontractors, and clients to ensure timely submission and distribution of documents.

7.2 Support engineers and project managers in compiling documentation for inspections, approvals, and handovers.

7.3 Assist in audits by providing accurate documentation and ensuring all processes are compliant.

7.4 Provide guidance and training to team members on document control processes, software tools, and best practices.

8.0 Anti-Bribery Compliance

8.1 Understand, apply, and comply to anti-bribery & corruption management system
and policies.

8.2 Report any violation to anti-bribery & corruption policy through whistleblowing
channels.

9.0 Continuous Improvement

9.1 Suggest improvements for document control procedures to increase efficiency and reduce errors.

9.2 Review existing workflows regularly and implement best practices for efficiency.

9.3 Identify recurring issues in submissions or approvals and propose corrective measures.

9.4 Assist in integrating new document management tools or software to enhance productivity.

Monitor the effectiveness of implemented improvements and adjust processes as necessary.

Job Requirements

 (a) Bachelor’s degree or diploma in Engineering, Business Administration, or a related field.
(b) Formal training or certification in Document Control or Records Management is an
advantage.
(c) Prior experience (2–5 years) in document control within construction, manufacturing, or
engineering projects preferred.
(d) Knowledge of ISO 9001 standards and document control best practices is desirable.

(e) Proficiency in document management software and EDMS platforms such as Aconex

 Procore, SharePoint, or similar. 

(f) Strong organizational, time management, and multitasking skills to handle high volumes of
documents accurately.

(g) Excellent communication skills, both written and verbal, to coordinate effectively with project
teams, clients, and subcontractors.

(h) Attention to detail and ability to maintain high accuracy in reviewing, filing, and distributing
documents.

(i) Understanding of construction, engineering, or project workflows to ensure proper document
flow and compliance.

Skills