Document Controller

Job Summary

Undertake various functions related to document control, document archiving, document imaging and maintenance of document register for Engineering/Construction Projects. The role holder would be under the minimum supervision of his superior.

Key Duties and Responsibilities

• Receive and register all engineering and construction-related documents, including in-house generated materials, ensuring accurate tracking and control.
• Manage the issuance of document numbers and maintain comprehensive document registers for all construction projects.
• Maintain and regularly update assigned project databases to ensure data integrity and accessibility.
• Ensure correct classification, sorting, and filing of documents. Maintain proper archiving protocols for both electronic and hard-copy records.
• Review the completeness and accuracy of documentation prior to submission or upload.
• Conduct quality checks on documents in accordance with company document control procedures before uploading to Aconex or other systems.
• Monitor the status of documents and follow up on pending approvals or submissions.
• Perform regular file backups to ensure secure storage and retrieval of electronic registers and documentation.
• Prepare project reports and presentation materials as required by the team or management.
• Update shared logs and trackers daily to reflect current project and document status.
• Draft letters based on stakeholder submissions, in coordination with Directors or Project Managers.
• Proactively report any HSE hazards, incidents, or concerns observed within the workplace.
• Undertake other related duties and assignments as may be required from time to time.

Technical Competencies

• Diploma.
• Knowledge of Software’s such as Aconex or Prolog is an added advantage.

Behavioural Competencies

• Excellent analytical skills.
• Good command in oral and written communication in English.
• Ability to work on your own initiative.
• Integrity and reliability.
• People oriented.

The duties and responsibilities described above are not comprehensive and additional tasks may be assigned to the employee from time to time; or the scope of the job may change as necessitated by business demands.