Document Controller – Construction Projects

Job Overview

The Document Controller plays a vital role in managing, organizing, and overseeing all project-related documents throughout the lifecycle of construction projects. This role ensures that technical documentation, drawings, correspondence, and project records are systematically maintained, correctly tracked, and easily accessible, following company policies and project criteria. The position is instrumental in supporting project teams through the effective handling of document control, timely submissions, monitoring approvals, managing revisions, and disseminating controlled documents to all relevant parties.

Primary Responsibilities

• Oversee and maintain all project records, including technical documents, drawings, reports, and correspondence.
• Register, track, file, and manage documentation per company guidelines and project demands.
• Keep precise document registers, submission logs, transmittals, and approval tracking systems.
• Manage distribution, issuance, receipt, and storage of project documents and drawings effectively.
• Archive controlled documents securely while ensuring they remain readily retrievable throughout the project duration.
• Process submissions, approvals, comments, rejections, and revisions promptly and accurately.
• Monitor the status of documentation, engaging with project teams, consultants, subcontractors, and suppliers to ensure timely approvals.
• Maintain revision histories and guarantee availability of the most current approved document versions.
• Highlight and follow up on outstanding submissions, identifying delays or discrepancies for the Project Manager.
• Coordinate document submissions and requirements with internal teams and external stakeholders such as consultants and contractors.
• Assist project teams with preparation of reports, presentations, and compiled document packages.
• Support record keeping essential for audits, project handover, and close-out procedures.
• Adhere strictly to quality management systems and project-specific document control protocols.
• Ensure confidentiality and security of all project documentation.
• Contribute to the continuous enhancement of document management procedures.

Required Qualifications and Experience

• Diploma or Bachelor's degree in Business Administration, Engineering, Construction Management, or related fields.
• At least 3 years of experience as a Document Controller, Project Secretary, or similar in the construction sector.
• Preferred experience in construction, landscaping, infrastructure, civil works, or utility projects.
• Strong familiarity with construction document workflows and technical drawings.
• Experience using document management software like ACONEX, Procore, Asite, Unifier, or similar is advantageous.
• Proficient with Microsoft Office tools, especially Excel, Word, and Outlook.

Skills and Competencies

• Expertise in document management and filing systems.
• Thorough understanding of construction documentation and project control mechanisms.
• Competence in handling technical drawings, revision control, and document registers.
• Keen attention to detail and precision in work.
• Strong organizational and time management capabilities.
• Effective coordination and stakeholder engagement skills.
• Clear written and verbal communication abilities.
• Capability to handle multiple tasks, prioritize efficiently, and meet deadlines.
• Ability to work autonomously as well as collaboratively within a team environment.
• A proactive problem-solving mindset.
• Customer-oriented approach with a dedication to quality.