Job Description

Job Purpose:
The Document Controller cum Admin is responsible for managing and maintaining all project, contract, and administrative documentation within the Contracts & Procurement Department. The role ensures that all records, correspondence, drawings, and reports are accurately organized, easily retrievable, and in compliance with company and project standards. This position provides essential administrative support to the Contract Manager and project teams, facilitating smooth document flow between internal departments, clients, consultants, suppliers, and subcontractors. The role contributes to maintaining document integrity, confidentiality, and traceability, supporting efficient project execution and compliance.

Key Responsibilities:

• Organize, maintain, and update all contractual, project, and procurement documents in both physical and electronic filing systems. 
• Ensure proper version control, labeling, numbering,and traceability of all documents. 
• Manage document transmittals, submissions, and approvals between AWSB, clients, consultants, and subcontractors. 
• Track and maintain document registers, including correspondence logs, drawing lists, and variation registers. 
• Provide general administrative support such as scheduling meetings, preparing minutes, and handling correspondence. 
• Assist in preparing summaries, reports, trackers, payment certificates, progress reports, and procurement documentation as required. 
• Ensure compliance with company procedures, ISO standards, and project requirements, supporting internal audits and resolving documentation non-conformities. 
• Act as the central contact point for document control, coordinating with Procurement, Finance, Project, and HR departments to ensure data consistency and smooth document flow. 
• Uphold confidentiality and integrity of sensitive contractual, legal, and financial information. 
• Support continuous improvement initiatives,including digitalizing documentation and improving record management efficiency. 
• Understand and comply with anti-bribery & corruption policies, reporting any violations through the whistleblowing channels.

Job Requirements

a) Diploma or Bachelor’s Degree in Business Administration, Quantity Surveying, Construction Management, or related field.

b) Minimum 2–4 years of experience in document control, project administration, or office coordination, preferably in the construction industry.

c) Proficient in Microsoft Office (Excel, Word, PowerPoint) and document management systems.

d) Familiar with ISO documentation standards and filing protocols.

e) Good understanding of project document workflows and communication procedures.

f) Strong organizational skills with meticulous attention to detail.

g) Ability to maintain confidentiality and handle sensitive information with discretion.

h) Strong interpersonal and communication skills.

i) Able to multitask, prioritize workloads, and meet tight deadlines.

j) Demonstrates accountability, teamwork, and a proactive attitude.

Skills