Document Controller

Role Summary

The Document Controller is responsible for managing project documentation throughout its lifecycle, ensuring documents are properly identified, registered, reviewed, distributed, stored, archived, and retrieved in accordance with company and project requirements.

The role ensures that project documentation complies with approved templates, formats, procedures, and document-control standards while maintaining accurate and up-to-date document registers and the Electronic Document Management System (EDMS).

Key Responsibilities

• Establish and maintain the project filing index and document identification system in accordance with company and project standards.
• Ensure all project documents comply with approved templates, formats, naming conventions, and document-control procedures.
• Prepare, register, track, distribute, and maintain all incoming and outgoing correspondence.
• Maintain accurate document registers and tracking logs, ensuring timely updates and distribution to relevant stakeholders.
• Coordinate with the Project Manager, Site Engineers, and project team to collect information required for monthly progress reports.
• Perform document quality and compliance checks prior to issuance, including document numbers, revisions, dates, approvals, and required supporting information.
• Manage and maintain the Electronic Document Management System (EDMS), ensuring documents are accurately uploaded, indexed, controlled, and easily retrievable.
• Control the distribution and circulation of documents to relevant departments, project personnel, consultants, and client representatives.
• Maintain the project day-file system and ensure daily project records are properly organized and accessible.
• Maintain both hardcopy and electronic project records in accordance with company and project requirements.
• Control document revisions and ensure superseded documents are appropriately identified, withdrawn, or archived.
• Perform document back-up and archiving in accordance with approved retention periods and document-retention requirements.
• Support project team members in document retrieval and provide controlled copies of documents when required.
• Ensure confidentiality and appropriate access control for project documentation.
• Assist in preparing document-control reports and status updates for project management.
• Support internal and external audits by providing accurate and traceable project documentation.Qualifications, Skills and Experience

• Secondary School Certificate or equivalent; diploma in Business Administration, Office Administration, Document Control, or a related field is preferred.
• Minimum 1–2 years of relevant experience in document control, preferably within construction, engineering, infrastructure, or project-based environments.
• Experience working with project documentation and document registers.
• Good knowledge of Microsoft Office, particularly Word and Excel.
• Good verbal and written communication skills.
• Strong organizational and coordination skills.
• High attention to detail and accuracy.
• Ability to manage multiple documents, priorities, and deadlines.
• Ability to work effectively with project teams, consultants, clients, and other stakeholders.