Document Controller – Job Description
Job Title: Document Controller
Department: Administration / Project Controls / Quality Management
Reports To: Project Manager / Document Control Manager
Job Summary
The Document Controller is responsible for managing, organizing, tracking, and maintaining company and project documentation. The role ensures that documents are accurate, properly stored, updated, and distributed in accordance with company procedures and quality standards.
Key Responsibilities
Document Management
- Receive, register, classify, and maintain all incoming and outgoing documents.
- Ensure documents are filed and archived according to company procedures.
- Maintain document control registers and databases.
- Track document revisions and version control.
Records Control
- Manage electronic and hard-copy filing systems.
- Ensure confidential documents are securely stored.
- Retrieve documents and records when requested by authorized personnel.
- Archive completed project documentation for future reference.
Distribution & Coordination
- Distribute documents to relevant departments, clients, consultants, and contractors.
- Monitor document review and approval workflows.
- Follow up on pending submissions and approvals.
- Coordinate with project teams to ensure timely document updates.
Quality & Compliance
- Ensure compliance with document control procedures and standards.
- Verify document formatting, numbering, and revision status.
- Support internal and external audits by providing required records.
- Maintain document traceability and accuracy.
Reporting
- Generate weekly and monthly document status reports.
- Monitor document submission schedules and deadlines.
- Report overdue documents and approval delays to management.
Required Qualifications
- Bachelor's degree or Diploma in Business Administration, Engineering, Information Management, or a related field.
- 2–5+ years of experience in document control, administration, or project coordination.
- Experience in construction, engineering, oil & gas, manufacturing, or corporate environments is preferred.
Required Skills
- Document Management Systems (DMS)
- Microsoft Office (Word, Excel, Outlook)
- Electronic Document Management Systems (EDMS)
- Filing and Records Management
- Data Entry and Reporting
- Attention to Detail
- Time Management
- Communication and Coordination Skills
Common Software Knowledge
- Aconex
- SharePoint
- EDMS
- Procore
- Microsoft Office Suite
- SAP (where applicable)
Key Performance Indicators (KPIs)
- Document processing accuracy
- On-time document distribution
- Document retrieval efficiency
- Compliance with document control procedures
- Number of overdue document submissions
- Audit compliance results
