Document Management Specialist

Job description

Manage and maintain project documents using systems such as Aconex, SharePoint, or other Document Management System platforms. Coordinate document flow between the client, PMO team, consultants, and contractors to support timely submission, review, and approval. Maintain and update document registers including drawings, RFIs, technical submittals, deliverables, compliance sheets and program correspondence. Track all incoming and outgoing documents with proper logging, distribution, and filing. Monitor document review cycles and follow up with stakeholders to secure timely responses. Verify that all submissions comply with program requirements, procedures, and quality standards. Maintain strict version control to ensure only the latest approved documents are used. Prepare and issue transmittals with accurate records and full traceability. Support program teams in tracking deliverables and maintaining organized documentation. Assist in audit preparation by keeping documentation complete and properly archived. Safeguard the confidentiality, accuracy, and integrity of all program documentation throughout the program lifecycle.

Requirements

• Bachelor’s degree in a relevant field
• minimum of 3 years experience as a Document Controller
• proficient with industry-standard Document Management Systems such as Aconex, SharePoint, or EDMS
• strong command of written and spoken English
• proficient in Microsoft Office applications, especially Word, Excel, and Outlook
• good understanding of document control processes, procedures, and workflows within PMO environments
• strong organizational and communication skills with ability to coordinate effectively with multiple stakeholders
• familiarity with administrative, clerical, and customer service practices
• ability to manage multiple tasks, prioritize workload, and meet deadlines in a fast‑paced project environment

Skills