Document Controller

Position Overview

We are seeking a highly skilled and experienced Document Controller to join our team. The ideal candidate will possess a minimum of five years of hands-on experience in document control, with a strong preference for candidates who have worked within contracting or construction environments. This role is critical to maintaining the integrity, accuracy, and efficiency of project documentation, ensuring seamless collaboration across all project stakeholders.

Key Responsibilities

The Document Controller will play a pivotal role in managing and controlling all project documents in strict accordance with company and project-specific procedures. The responsibilities of this position include, but are not limited to:

• Overseeing the creation, maintenance, and accuracy of document registers, logs, transmittals, and tracking systems to ensure all project documentation is properly controlled and accessible;
• Managing the receipt, distribution, and tracking of incoming and outgoing documents, including drawings, technical submittals, RFIs (Requests for Information), letters, reports, and other critical project correspondence;
• Utilizing Oracle Aconex extensively for document management, including distribution, workflow management, transmittals, and real-time tracking of document status;
• Developing, updating, and maintaining Aconex document matrices to ensure accurate documentation of revisions, recipient lists, distribution details, and current status;
• Monitoring document workflows, following up on pending reviews, approvals, comments, and responses to prevent delays in project execution;
• Ensuring the latest approved revisions of all documents are properly controlled, distributed, and archived to maintain compliance with project requirements;
• Collaborating closely with cross-functional teams, including Engineering, Construction, Procurement, QA/QC, Commercial, Planning, and Project Management, to facilitate efficient document control and communication;
• Establishing and maintaining organized filing and archiving systems for all project records, ensuring easy retrieval and compliance with retention policies;
• Ensuring documents are correctly coded, numbered, named, classified, and uploaded in adherence to project-specific standards;
• Generating regular document control reports and status updates to provide stakeholders with clear insights into document progress and potential risks;
• Tracking overdue documents and proactively coordinating with relevant parties to resolve delays and ensure timely submissions;
• Ensuring full compliance with project document control procedures, contractual obligations, and client-specific requirements throughout the project lifecycle;
• Supporting project close-out activities by compiling final documentation, ensuring proper archiving, and facilitating a smooth handover process;
• Maintaining the confidentiality and integrity of all project documentation at all times.

Qualifications & Experience

To qualify for this role, candidates must meet the following criteria:

• Minimum of five years of professional experience in Document Control, with a strong preference for candidates with prior experience in contracting or construction sectors;
• Extensive practical experience with Oracle Aconex, including document management, workflows, and matrix maintenance;
• Proven expertise in creating and maintaining Aconex document matrices to ensure accurate tracking and control of project documents;
• Comprehensive knowledge of document control processes and construction/project documentation standards;
• Hands-on experience managing technical documents, drawings, transmittals, RFIs, submittals, and project correspondence;
• Proficiency in Microsoft Office Suite, with a strong emphasis on Excel and Word for data management, reporting, and documentation;
• Exceptional organizational, coordination, and communication skills, with the ability to manage high volumes of documentation efficiently;
• Strong attention to detail and the capacity to work under pressure while meeting critical project deadlines;
• Fluency in English, both written and spoken, to ensure clear and effective communication with global project teams.