Document Controller

Job description

Support effective management, control, distribution, tracking, and archiving of project documents in a major project environment. Work closely with multidisciplinary project teams to ensure documents are accurate, traceable, and compliant with the employer, client, and project requirements. Manage receipt, registration, distribution, tracking, retrieval, and archiving of documents and correspondence. Maintain accurate registers, logs, trackers, and electronic filing systems throughout the project lifecycle. Ensure proper identification, numbering, coding, classification, version control, and filing of documents per approved procedures. Process incoming and outgoing correspondence, technical submittals, drawings, reports, RFIs, transmittals, specifications, and other documentation. Review submissions for completeness and compliance before processing. Distribute documents to relevant team members, reviewers, contractors, consultants, and client representatives promptly. Monitor document workflows and follow up on overdue reviews, approvals, and comments. Maintain revision control and archive superseded or obsolete documents. Prepare and issue transmittals and formal document packages. Upload, retrieve, update, and manage documents within the Electronic Document Management System (EDMS) or Common Data Environment (CDE). Maintain accurate metadata and attributes to support search, retrieval, reporting, and traceability. Coordinate with engineering, design, construction, commercial, planning, controls, procurement, QA/QC, HSE, and other teams to meet documentation requirements. Ensure compliance with the employer procedures, client requirements, project protocols, and established workflows. Identify missing, incomplete, duplicated, or incorrectly coded documents and coordinate corrective actions. Support document control for design reviews, technical approvals, construction activities, inspections, and meetings. Keep auditable records of submissions, reviews, approvals, revisions, and distributions. Assist in preparing reports, dashboards, status summaries, overdue reports, and registers. Help project teams retrieve records for internal and external audits. Support handover and closeout by ensuring documentation is complete, indexed, and archived. Maintain confidentiality, security, and integrity of sensitive project and client information. Contribute to continuous improvement of document control processes and guide personnel on numbering, workflows, revision control, and EDMS/CDE requirements.

Requirements

• Diploma or Bachelor's degree in Business Administration, Information Management, Engineering, Records Management, or related field
• Minimum 2+ years experience in document control, preferably in engineering, construction, infrastructure, transportation, or airport projects
• Proficient with Electronic Document Management Systems (EDMS) and/or Common Data Environment (CDE) platforms
• Good understanding of document control principles, procedures, and project information management
• Proficient in document numbering and coding
• Proficient in revision and version control
• Proficient in maintaining document registers and logs
• Proficient in handling transmittals
• Proficient in technical submittals
• Proficient in drawings and specifications
• Proficient in RFIs and correspondence
• Proficient in review and approval workflows
• Proficient in project records and archives
• Ability to maintain accurate and traceable documentation throughout the lifecycle
• Experience monitoring document workflows and following up on outstanding reviews and approvals
• Good understanding of engineering and construction documentation and multidisciplinary workflows
• Strong proficiency in Microsoft Office, especially Excel, Word, Outlook, and PowerPoint
• Strong organizational, administrative, and records management skills
• High attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines in a fast‑paced environment
• Strong communication, coordination, and interpersonal skills
• Ability to work effectively with clients, consultants, contractors, and multidisciplinary teams
• Good command of written and spoken English
• Ability to maintain confidentiality and handle sensitive project information.

Skills