Document Controller - Site

Overview and Competencies

This role requires a skilled professional to manage project documentation efficiently at construction sites. The ideal candidate works well in teams, can influence and persuade effectively, builds strong relationships, consistently delivers results, develops themselves and others, and strives to enhance performance.

Qualifications

A Bachelor’s degree complemented by advanced computer skills and completion of a secretarial course is essential. Candidates with auditing qualifications will be preferred. Typically, 4 to 5 years of experience in secretarial or administrative roles is expected. The applicant must be willing to work at project or site locations and demonstrate the ability to prioritize multiple tasks while ensuring document precision and confidentiality.

Role and Responsibilities

• Control, distribute, and archive all project-related documents such as drawings, reports, calculations, correspondence, and specifications.
• Maintain precise registers for documents including drawings, transmittals, submittals, RFIs, NCRs, WIRs, MIRs, SORs, Method Statements, Damage Reports, and IFC Drawings.
• Track and log all incoming and outgoing documents, assuring prompt distribution to relevant stakeholders.
• Issue design and technical documentation to contractors, clients, consultants, local authorities, and others involved.
• Keep drawing registers up to date, ensuring obsolete documents are clearly marked and archived.
• Monitor and follow up on RFIs, submittals, and other documentation ensuring timely responses within contractual timelines.
• Collaborate with Project Managers, Engineers, Resident Engineers, and CAD Managers to uphold document management protocols throughout projects.
• Utilize and maintain document management platforms like Aconex, Prolog, Expedition, SharePoint, and FTP sites for filing, uploading, and organizing electronic documents.
• Prepare transmittals, submission registers, and logs for all project deliverables accurately.
• Ensure all document control processes comply with company Quality Management Systems, ISO standards, and client specifications.
• Support the implementation of document control procedures for new projects and coordinate document printing, reproduction, binding, and distribution with a focus on cost efficiency.
• Manage physical and electronic archives, historical records, and libraries.
• Ensure confidentiality and security of all project documentation and maintain records to facilitate audits and support quality checks.
• Stay current with document control systems and procedures through ongoing training and professional development.
• Provide administrative support for site management teams including maintaining filing systems and site records.
• Carry out any additional administrative or document control tasks assigned by Project or Site Management.

Quality, Health, Safety, and Environment (QHSE) Responsibilities

• Understand and adhere to 9E Global’s QHSE policies and procedures at the workplace.
• Coordinate QHSE procedure implementation in compliance with local laws and regulatory guidelines.
• Report any QHSE incidents promptly to the 9E QHSE Department and local legal authorities when necessary.