Job Summary
The Document Controller is responsible for managing, organizing, and maintaining all project-related documentation to ensure accuracy, quality, and compliance with company standards and client requirements. The role supports smooth project execution by ensuring timely availability and proper control of documents.
Key Responsibilities:
- Maintain and manage all project documents (drawings, technical submittals, contracts, reports, etc.) in both physical and digital formats
- Ensure proper document version control, numbering, and filing as per company and client standards
- Coordinate with engineering, procurement, and project teams to collect and update documents
- Manage submission of documents to clients, consultants, and vendors, ensuring timely delivery and tracking
- Maintain document logs (incoming/outgoing, transmittals, approvals, revisions)
- Ensure all documents are accurate, up-to-date, and easily retrievable
- Handle confidential information with integrity and discretion
- Support project teams in preparing documentation for project milestones, handovers, and audits
- Track and follow up on pending approvals and document status
- Ensure compliance with ISO standards and company quality procedures
- Assist in preparing final project documentation (as-built drawings, O&M manuals, warranties, etc.)
Key Skills & Competencies:
- Strong organizational and document management skills
- Attention to detail and accuracy
- Good communication and coordination abilities
- Proficiency in MS Office (Word, Excel, Outlook)
- Experience with document management
- Ability to handle multiple projects and deadlines simultaneously
- Understanding of technical documents (drawings, BOQs, specifications)
Qualifications & Experience:
- Bachelor's degree or Diploma in Business Administration, Engineering, or related field
- 25 years of experience as a Document Controller, preferably in system integration / construction / ELV projects
- Familiarity with project documentation lifecycle and standards
Preferred Experience (System Integrator Environment):
- Experience handling documentation for ELV systems (CCTV, Access Control, Structured Cabling, AV, BMS, etc.)
- Exposure to project-based documentation and coordination with multiple stakeholders
- Knowledge of tender documentation and project close-out processes
Key Performance Indicators (KPIs):
- Timeliness of document submissions
- Accuracy and completeness of records
- Document retrieval efficiency
- Compliance with documentation standards and audit requirements
