Job Description

JOB PURPOSE

To be responsible for leading and overseeing the entire document control function, ensuring the accurate management, distribution, and archiving of all project documents, drawings, reports, and correspondence. This role establishes and enforces standardized document control procedures, supervises the document control team, and ensures strict compliance with project standards, contractual requirements, and company policies. The position is tasked with managing the Master Document Register, tracking the submission, review, and approval status of critical project documents such as RFIs, NCRs, Technical Queries, and engineering drawings, while maintaining a reliable and auditable record system. The role also supports project teams by facilitating timely access to approved documents, ensuring integration with production schedules, quality reports, and final handover documentation. It serves as a central point of coordination between project managers, engineers, contractors, and clients to maintain transparency, accuracy, and accountability throughout the document lifecycle. 

 KEY RESPONSIBILITIES
1.0 Document Control & Management
1.1 Establish, manage, and maintain the Master Document Register, ensuring correct
numbering, revisions, and distribution of all project documents.
1.2 Oversee the receipt, review, distribution, filing, and archiving of all project
correspondence, drawings, technical submittals, and reports in both hard copy and
electronic formats.
1.3 Ensure proper linkage of yard records with production schedules, quality reports,
procurement documentation, and final handover deliverables.
1.4 Maintain accurate version control of all project documents and ensure obsolete versions 

 are removed from circulation.
1.5 Monitor the submission and approval status of key project documents, ensuring deadlines
are met and approvals are obtained in a timely manner.
1.6 Implement standardized document templates, formats, and naming conventions to
improve consistency and ease of retrieval.
1.7 Coordinate with project teams to ensure proper documentation of changes, site
instructions, variation orders, and technical queries.

2.0 Compliance & Procedures
2.1 Develop and enforce document control procedures and workflows in compliance with
company standards, ISO requirements, and client specifications.
2.2 Monitor submission and approval status of RFIs, Technical Queries, NCRs, shop 

drawings, and other critical documents.
2.3 Ensure timely submission of documents to consultants/clients and follow up on pending
approvals to avoid project delays.
2.4 Conduct regular audits to ensure adherence to document control procedures and identify
areas for improvement.
2.5 Ensure all documentation meets contractual, regulatory, and company compliance
requirements.
2.6 Coordinate with project teams to implement proper filing, versioning, and
documentation of changes or revisions.
2.7 Train project staff on document control procedures, standards, and best practices to
maintain consistency.
2.8 Establish checklists and trackers for critical documents to minimize the risk of missing or 

delayed submissions.

 

3.0 Team Leadership & Supervision
3.1 Lead and supervise the document control team, providing training, guidance, and 

 performance monitoring.
3.2 Allocate workloads, set priorities, and ensure adherence to deadlines and project 

  requirements.
3.3 Conduct regular team meetings to communicate expectations, review progress, and
address challenges.
3.4 Mentor and develop team members to enhance skills in document management,
compliance, and reporting.
3.5 Monitor individual and team performance, providing feedback, coaching, and recognition
for achievements.
3.6 Ensure proper succession planning and cross-training within the team to maintain
continuity of operations.
3.7 Foster a collaborative, disciplined, and accountable work environment to achieve
departmental objectives.
 

4.0 Coordination & Communication
4.1 Liaise with project managers, engineering teams, QA/QC, procurement, and clients to 

ensure smooth document flow.
4.2 Act as the central point of contact for all project documentation and correspondence.

4.3 Support project teams during audits by providing accurate and up-to-date documentation.

4.4 Facilitate effective communication between internal teams and external stakeholders
regarding document submission, approvals, and revisions.
4.5 Provide timely updates on document status, pending approvals, and critical deadlines to
management and project teams.
4.6 Coordinate with consultants, clients, and subcontractors to ensure document
requirements and standards are met.
4.7 Track and resolve discrepancies or missing documentation in collaboration with project
teams.

5.0 Reporting & Continuous Improvement

5.1 Prepare regular status reports on document control activities, outstanding approvals, and 

5.2 key performance indicators (KPIs).

5.3 Identify opportunities for process improvements, recommend changes, and implement best
practices in document management.

5.4 Ensure proper handover of complete documentation packages to clients at project 

  completion.
5.5 Develop and maintain dashboards or tracking tools to monitor document submission,
approval, and revision cycles.
5.6 Provide feedback and recommendations to management for enhancing document control
procedures and team productivity.
5.7 Implement lessons learned from past projects to continuously improve document
management processes.
5.8 Support audits and reviews by preparing clear, accurate reports and ensuring compliance
with company and client standards.
5.9 Monitor team performance in document handling and proactively suggest training or
development initiatives.

6.0 Systems & Technology

6.1 Manage and maintain document control software systems (e.g., Aconex, Procore, or other 

6.2 EDMS platforms).

6.3 Ensure data security, backup, and retrieval processes are properly implemented.

6.4 Configure and update system workflows, permissions, and templates to align with project
and company requirements.

6.5 Monitor system performance and troubleshoot issues to ensure smooth operations and
minimal downtime.

6.6 Integrate document management systems with other project software (e.g., ERP, project

scheduling, QA/QC systems) to enhance efficiency.
6.7 Evaluate new technologies or software solutions and recommend upgrades to improve
document control processes.
6.8 Maintain audit trails and ensure proper tracking of revisions, approvals, and user activities
within the system.

7.0 Anti-Bribery Compliance
7.1 Understand, apply, and comply to anti-bribery & corruption management system
and policies.
7.2 Report any violation to anti-bribery & corruption policy through whistleblowing
channels.

8.0 Continuous Improvement
8.1 Identify inefficiencies, bottlenecks, and gaps in current document control processes and
workflows.
8.2 Recommend and implement improvements to enhance accuracy, efficiency, and
accessibility of project documents.
8.3 Evaluate and adopt industry best practices, digital tools, and automation to optimize
document management.
8.4 Promote a culture of continuous learning and process improvement within the document

control team.
8.5 Collect feedback from project teams, clients, and stakeholders to refine procedures and 

enhance service quality.

Job Requirements

 (a) Bachelor’s degree or diploma in Business Administration, Engineering, Information
Management, or a related field.
(b) Minimum 5–7 years of experience in document control, with at least 2–3 years in a senior
or supervisory capacity.
(c) Experience in precast segmental bridge works documentation or large-scale infrastructure
projects is preferred.
(d) Familiarity with ISO standards, quality management systems, and project documentation
requirements.

(e) Proficiency in document management software and electronic document management

systems (EDMS) such as Aconex, Procore, or SharePoint.
(f) Strong knowledge of construction project documentation workflows, including RFIs,

 NCRs, shop drawings, and technical submittals.
(g) Excellent organizational, time management, and multitasking skills to handle multiple 

projects simultaneously.
(h) Strong leadership and team management skills, with the ability to mentor and develop 

junior document control staff.

Skills