Job Summary
The Document Controller is responsible for the systematic management, control, distribution, tracking, and archiving of company, project, technical, and administrative documents. The role ensures that documents are properly recorded, securely maintained, easily retrievable, and distributed to the relevant stakeholders in their latest approved versions.
The position will work closely with Project, Engineering, Procurement, Finance, HR, Operations, QA/QC, and other departments to ensure accurate and timely document flow and compliance with established document control procedures.
Key Responsibilities
1. Document Management
- Receive, register, classify, organize, and maintain incoming and outgoing documents.
- Maintain accurate electronic and physical filing systems.
- Develop and maintain document registers, logs, trackers, and databases.
- Ensure documents are properly indexed, named, stored, and easily retrievable.
- Maintain confidentiality and security of sensitive documents.
- Ensure proper document retention and archiving.
2. Document Control & Revision Management
- Maintain document numbering and revision-control systems.
- Ensure only the latest approved versions of documents are available for use.
- Track document revisions, approvals, amendments, and superseded versions.
- Prevent unauthorized use of obsolete or uncontrolled documents.
- Maintain revision histories and document status records.
3. Document Distribution & Transmittals
- Distribute documents to relevant internal and external stakeholders.
- Prepare and maintain document transmittals and submission records.
- Track document submissions, approvals, comments, and responses.
- Follow up with responsible personnel on pending documents and approvals.
- Maintain records of acknowledgements and document receipt.
4. Project Documentation
- Maintain project drawings, specifications, contracts, reports, correspondence, method statements, inspection records, and other project documents.
- Maintain drawing registers and monitor drawing revisions.
- Coordinate with Engineering, Construction, QA/QC, Procurement, and Project teams regarding document submissions.
- Ensure approved drawings and technical documents are properly circulated.
- Maintain project documentation throughout the project lifecycle.
5. Electronic Document Management
- Upload, scan, organize, and maintain documents in ERP, DMS, EDMS, SharePoint, or other document management platforms.
- Maintain appropriate folder structures and access controls.
- Ensure electronic records are complete, accurate, and backed up as required.
- Support digitalization and automation of document control processes.
6. Compliance & Audit Support
- Ensure document control activities comply with company policies, procedures, and applicable quality standards.
- Support internal and external audits by providing required documentation.
- Maintain records required for compliance and management reviews.
- Ensure proper authorization and approval of controlled documents.
- Assist in identifying gaps in document management and implementing corrective actions.
7. Reporting & Monitoring
- Prepare daily, weekly, and monthly document status reports.
- Maintain outstanding-document and approval trackers.
- Monitor document submission and approval deadlines.
- Provide regular updates to management and project teams.
- Generate document-control MIS and other reports as required.
8. Coordination & Communication
- Coordinate effectively with internal departments, clients, consultants, contractors, suppliers, and other stakeholders.
- Follow up on pending documentation and required approvals.
- Communicate document status, revisions, and deadlines to relevant personnel.
- Assist teams in locating and retrieving required documents.
Required Qualifications
- Bachelor's degree or Diploma in Business Administration, Office Administration, Information Management, or a related field.
- 2–5 years of experience in document control, records management, project administration, or a similar role.
- Experience in construction, engineering, manufacturing, infrastructure, or project-based organizations is preferred.
- Proficiency in MS Office, particularly MS Excel and MS Word.
- Experience with ERP, DMS, EDMS, SharePoint, or similar document management systems is an advantage.
Key Skills & Competencies
- Document and records management
- Document numbering and revision control
- Electronic and physical filing
- Document tracking and reporting
- Data entry and database management
- MS Excel and MS Office
- Document management systems
- Strong attention to detail
- Organization and time management
- Follow-up and coordination
- Written and verbal communication
- Confidentiality and information security
- Ability to work under pressure and meet deadlines
Key Performance Indicators (KPIs)
- Accuracy and completeness of document records
- Timely distribution and submission of documents
- Effective revision and version control
- Timely processing of document transmittals
- Document retrieval efficiency
- Reduction in missing, duplicate, or obsolete documents
- Timely follow-up and closure of pending documents
- Compliance with document-control procedures
- Accuracy of document registers and reports
- Proper archiving and retention of records
