Roles and responsibilities:
Document Control
Engineering and Construction Documentation
- Control engineering drawings, specifications, method statements, material submittals, shop drawings, RFIs, technical submittals, and approvals.
- Track the review and approval status of all technical documents.
- Maintain current drawing registers and revision logs.
- Ensure construction teams receive approved documents in a timely manner.
Project Coordination
- Coordinate with project managers, engineers, consultants, subcontractors, and clients regarding document submissions and approvals.
- Monitor document turnaround times and follow up on overdue reviews.
- Support project meetings by preparing document status reports and action trackers.
Records Management
- Maintain organized electronic and hard-copy filing systems.
- Protect confidential information and control access to sensitive project documents.
- Ensure project records comply with contractual, legal, and company retention requirements.
- Prepare document packages for project handover and close-out.
Reporting
- Generate document control reports, including document registers, transmittal logs, drawing status reports, and submission trackers.
- Produce weekly and monthly reports on document progress and outstanding actions.
- Monitor document performance against project schedules.
Quality Compliance
- Ensure document control activities comply with the project's Quality Management System.
- Participate in internal and external audits related to document management.
- Support compliance with company procedures and applicable ISO standards.
Qualifications
- Diploma or Bachelor's degree in Business Administration, Engineering, Information Management, or a related field.
- Document Control certification is an advantage.
Experience
- 3–8 years of experience as a Document Controller in civil construction or infrastructure projects.
- Familiarity with engineering drawings and construction documentation processes.
Required Skills
- Strong document management and organizational skills.
- High attention to detail and accuracy.
- Excellent communication and coordination skills.
- Proficiency in Microsoft Office (Excel, Word, Outlook).
- Experience with document management platforms such as Aconex, Procore, Autodesk Construction Cloud, SharePoint, or similar systems.
- Ability to manage multiple priorities and meet project deadlines.
- Knowledge of construction terminology and document workflows.
Key Performance Indicators (KPIs)
- Timely processing and distribution of project documents.
- Accuracy of document registers and revision control.
- Percentage of documents processed within agreed turnaround times.
- Number of document control errors or non-conformities.
- Timely completion of project handover documentation.
- Compliance with project document control procedures and audit requirements.
Working Conditions
- Office-based with regular interaction with site personnel.
- May be required to visit the construction site to coordinate document distribution and record management.
- Occasional extended working hours to support project milestones and document submissions.
