Document Controller – Construction Projects

Job Overview

The Document Controller oversees the organization, management, and control of all documentation related to construction projects throughout their durations. This role ensures proper handling, tracking, and accessibility of technical documents, drawings, correspondence, and records, adhering strictly to company and project standards. The position is vital in supporting project stakeholders through efficient document control, timely processing of submissions, and oversight of approvals and revisions.

Key Duties and Responsibilities

• Handle and maintain comprehensive project documentation including drawings, reports, correspondence, and technical files.
• Ensure all documents are registered, tracked, filed, and preserved according to company protocols and project requirements.
• Keep precise records such as document registers, submission logs, transmittals, and approval tracking sheets.
• Manage the controlled release, distribution, receipt, and archiving of project documents and drawings to ensure they are easily retrievable.
• Process document submissions, approvals, comments, rejections, and revisions efficiently and accurately.
• Track the status of documents and coordinate follow-ups with project teams, consultants, subcontractors, and suppliers to secure timely approvals.
• Maintain revision histories to guarantee only current authorized documents are in circulation.
• Identify and report delayed or missing documentation promptly to the Project Manager.
• Collaborate with internal and external stakeholders to support document submission and compliance with project needs.
• Assist in preparing reports, presentations, and document packs for project management and audits.
• Support project close-out activities by ensuring all records are audit-ready and compliant with quality and procedural guidelines.
• Uphold strict confidentiality and security of project documentation.
• Promote improvements in document management processes.

Qualifications and Experience

• Diploma or Bachelor’s Degree in Business Administration, Engineering, Construction Management, or a related field.
• At least 3 years’ experience as a Document Controller or similar role within construction or related industries.
• Prior exposure to construction, landscaping, infrastructure, civil works, or utilities projects is advantageous.
• Knowledgeable in construction document workflows and technical drawing management.
• Familiarity with document control software such as ACONEX, Procore, Asite, Unifier, or equivalents preferred.
• Proficient in Microsoft Office applications, especially Excel, Word, and Outlook.

Skills and Competencies

• Strong document management and filing capabilities.
• Good command of construction documentation and project control processes.
• Exceptional attention to detail and accuracy in handling documents.
• Excellent organizational, time management, and coordination skills.
• Effective verbal and written communication abilities.
• Able to multitask and meet rigorous deadlines.
• Capable of working independently and collaboratively within a project team.
• Proactive problem-solving mindset.
• Customer-oriented with a dedication to quality standards.