The Document controller plays an important role in ensuring the efficient management and organization of project documentation. This role is responsible for maintaining accurate records of all project-related documents, facilitating smooth communication between project teams, and ensuring compliance with relevant regulations and standards during pre-contract and post-contract phases.
Role & responsibilities
- Establish and maintain a comprehensive document control system for all project-related documentation, including drawings, tender documents, contracts, permits, and correspondence. Organize and maintain electronic and physical document repositories.
- Organize and categorize documents in a systematic manner for easy retrieval and reference. Ensure that all documents are accurately labeled, numbered, and stored according to established procedures.
- Manage the distribution and retrieval of document versions, ensuring that team members have access to the latest revisions. Track changes to documents and maintain a log of revision history. Coordinate with project teams to resolve any discrepancies or conflicts in document versions.
- Liaise with internal stakeholders and external stakeholders to gather necessary information and ensure alignment throughout the company process. Track and monitor document submission deadlines.
- Serve as the primary point of contact for document-related inquiries and requests. Facilitate communication between project stakeholders, including architects, engineers, contractors, and clients, regarding document status and updates. Collaborate with project managers to ensure timely dissemination of critical information to relevant parties.
- Assist in the preparation and formatting of documents, ensuring alignment with requirements and company standards. Edit and format or templates, ensuring clarity, persuasiveness, and alignment.
- Track the movement and status of documents throughout their lifecycle, including creation, review, approval, distribution, and retrieval. Facilitate easy and efficient retrieval of documents for internal stakeholders, external auditors, or regulatory authorities as needed.
- Ensure that all project documentation complies with regulatory requirements, industry standards, and internal policies. Conduct regular audits to verify the accuracy and completeness of document records. Assist in the preparation of documentation for audits, inspections, and other compliance activities.
- Ensure compliance with relevant standards, regulations, and organizational policies regarding document management, confidentiality, and data protection. Identify and mitigate risks associated with document control, such as data breaches, loss of critical information, or non-compliance with legal requirements.
- Provide training and support to staff on document management procedures, software tools, and best practices to promote consistency and efficiency.
Qualifications
- Bachelor's Degree in any field
- 3-5 years of Document Management with Aconex
- Solid understanding of Aconex workflows and document control
- Developer experience is preferred
