Document Controller

General Description of Role and Responsibilities:

• Maintain project document filing systems, ensuring accurate and efficient inward/outward document flow and tracking.
• Receive, register, distribute, and track project documents, ensuring they are routed to the appropriate project team members and stakeholders.
• Maintain accurate records of document submissions, revisions, approvals, and acknowledgements.
• Perform data entry, document coding, and document storage within the Electronic Document Management System (EDMS).
• Prepare and issue transmittals, document reports, acknowledgement letters, and other project correspondence through EDMS tools, including RoBOTic Document Control.
• Monitor pending documents and follow up with relevant internal teams and stakeholders to ensure timely responses and approvals.
• Maintain document registers and ensure all documentation is correctly filed, indexed, and readily accessible.
• Assist project teams with document control, word processing, and general administrative requirements.
• Support the preparation and export of As-Built documentation in client-required formats.
• Ensure project documentation complies with established document control procedures, project standards, and client requirements.
• Assist with the compilation of project documentation reports and provide accurate document status information when required.
• Ensure confidentiality, accuracy, and integrity of project records and documentation.

Qualifications, Experience, Knowledge and Skills:

• Diploma or degree in a relevant field.
• Minimum 5 years of experience in document control, preferably within large-scale construction, engineering, or infrastructure projects.
• Previous experience working within a project environment and managing a high volume of technical and project documentation.
• Strong knowledge of Microsoft Office applications, particularly Word and Excel.
• Experience using Electronic Document Management Systems (EDMS), such as Aconex or Oracle Primavera Unifier, is preferred.
• Experience with document control systems such as RoBOTic Document Control would be an advantage.
• Basic understanding of document numbering, revision control, transmittals, workflows, and document registers.
• Basic understanding of Windows-based systems; knowledge of SQL and regular expressions would be an advantage.
• Excellent organizational and communication skills, with strong attention to detail.
• Ability to manage multiple tasks, prioritize workload, and meet deadlines in a fast-paced project environment.
• Ability to work effectively with project teams, consultants, contractors, and clients.
• Strong attention to accuracy, document quality, and compliance with project procedures.