Document Controller
Job Title: Document Controller
Department: Quality / Projects / Operations
Reports To: Quality Manager / Project Manager
Overall Purpose:
To manage the flow, storage, retrieval, and integrity of all company and project documentation in a controlled, systematic, and secure manner. Ensures all stakeholders have access to the correct, most recent version of documents.
Key Responsibilities:
- Document Management System (DMS): Administer the electronic and physical document management systems. Ensure proper indexing, filing, and archiving.
- Document Lifecycle Control: Manage the entire document lifecycle: receipt, logging, tracking, distribution, revision, obsolescence, and archiving in compliance with company procedures.
- Distribution & Access: Distribute documents to internal teams, clients, contractors, and suppliers as per distribution matrices. Control access permissions.
- Quality Assurance: Ensure all documents comply with formatting, numbering, and approval protocols before release. Maintain master lists and registers (e.g., drawings, manuals, procedures).
- Revision Control: Meticulously track revisions, updates, and superseded documents to prevent the use of obsolete information.
- Audit Support: Prepare document packages and retrieve records swiftly for internal and external audits, client reviews, and regulatory inspections.
- Project Support: For project-based roles, handle all project documentation including drawings, RFIs, submittals, transmittals, and as-built documents.
Qualifications & Skills:
- High school diploma; certification in document control or information management is a plus.
- Proven experience as a Document Controller, preferably in facilities management, construction, or engineering.
- Expertise in document management software (e.g., Aconex, Asite, SharePoint) and advanced MS Office skills.
- Impeccable attention to detail and organizational skills.
- Understanding of ISO 9001 quality standards related to document control.
- Excellent communication skills for liaising with various departments.
