Document Controller

Overview

We are seeking a seasoned Document Controller with at least five years of relevant expertise, ideally within a contracting or construction setting. This role demands proficient hands-on skills in document management, project communication handling, document tracking, and strong familiarity with Oracle Aconex, including maintaining accurate document matrices.

Primary Duties

• Oversee and manage all project-related documentation in compliance with company and project protocols.
• Keep precise registers, logs, transmittals, and document tracking systems up to date.
• Handle incoming and outgoing project materials such as drawings, technical submittals, RFIs, letters, reports, and correspondence.
• Utilize Oracle Aconex extensively for document handling, distribution workflows, transmittals, and tracking processes.
• Develop, update, and sustain Aconex document matrices, ensuring correct statuses, revisions, distribution recipients, and tracking.
• Monitor and follow up on pending document reviews, approvals, comments, and feedback.
• Guarantee that the most current approved document revisions are controlled and disseminated appropriately.
• Collaborate with teams from Engineering, Construction, Procurement, QA/QC, Commercial, Planning, and Project Management.
• Maintain organized filing and archiving systems for project documentation.
• Ensure documents are accurately coded, numbered, named, categorized, and uploaded as per project criteria.
• Prepare consistent reports on document control status and metrics.
• Track overdue documents and liaise with stakeholders to secure prompt action.
• Ensure adherence to project document control standards, contract specifications, and client directives.
• Assist in project close-out tasks including final document compilation, archiving, and handover procedures.
• Preserve the confidentiality and integrity of all project-related documents.

Qualifications and Experience

• At least five years of professional experience in document control.
• Prior experience within contracting or construction industries is essential.
• Demonstrated proficiency in using Oracle Aconex for document management.
• Experience in assembling and maintaining Oracle Aconex document matrices.
• Strong understanding of document control procedures, especially in construction or project documentation contexts.
• Familiarity with technical documentation, including drawings, transmittals, RFIs, and project correspondence.
• Competent use of Microsoft Office tools, especially Excel and Word.
• Excellent organizational and communication abilities.
• Detail-oriented with capacity to manage large volumes of documentation effectively.
• Able to work efficiently under pressure and meet strict deadlines.
• Proficient in both written and spoken English.