About the Role
We are seeking a detail-oriented Document Controller to join our team and take full ownership of project documentation management. In this role, you will be responsible for ensuring the accuracy, tracking, and compliance of all project-related documents across their entire lifecycle. This is a critical position that supports seamless project execution by maintaining organized, up-to-date, and accessible documentation systems.
Core Responsibilities
- Document Registration & Tracking: Register, log, and systematically track all incoming and outgoing project documents, ensuring full traceability at every stage.
- Document Control Systems Management: Maintain and administer document control systems and databases, ensuring all files are properly indexed, categorized, and stored for easy retrieval.
- Version Control: Implement and enforce strict version control protocols to ensure all stakeholders are working with the most current and approved document revisions.
- Archiving & Filing: Manage both digital and physical archiving processes in compliance with company standards and regulatory requirements.
- Status Reporting: Prepare and distribute regular document status reports, transmittals, and logs to project managers, engineers, and relevant stakeholders.
- Quality Assurance: Review documents for completeness, accuracy, and compliance with internal standards before distribution or filing.
- Coordination: Liaise with project teams, contractors, and clients to ensure timely submission and approval of project documentation.
- Confidentiality: Handle sensitive and confidential documents with the highest level of discretion and in accordance with data protection policies.
Required Qualifications
- Proven experience in a document control or records management role, preferably within project-based environments.
- Strong proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint).
- Hands-on experience with Document Control Systems and electronic document management platforms.
- Excellent organizational skills with the ability to manage high volumes of documentation simultaneously.
- Strong attention to detail and a commitment to accuracy in all documentation processes.
- Effective written and verbal communication skills.
- Ability to work independently and as part of a multidisciplinary project team.
Preferred Skills
- Familiarity with industry-standard document control software (e.g., Aconex, SharePoint, Procore, or similar platforms).
- Understanding of project lifecycle documentation requirements in engineering, construction, or infrastructure sectors.
- Experience with audit preparation and compliance documentation.
- Ability to create and maintain standardized templates, naming conventions, and filing structures.
- Time management skills with the ability to prioritize tasks under tight deadlines.
What Makes This Opportunity Stand Out
- Work within a structured, process-driven environment where document control is valued as a core project function.
- Collaborate with experienced project teams on meaningful, high-impact projects.
- Opportunity to develop and refine document management best practices within the organization.
- Stable, full-time role with a supportive team culture and clear expectations.