Document Controller

The Document Controller is responsible for managing, organizing, and maintaining company documents in both electronic and hard copy formats. This role ensures that all documents are accurate, up-to-date, and easily accessible while maintaining confidentiality and compliance with company standards.

• Graduate from recognized University. 

• Minimum 10+ years of experience in relevant field.

  SOFTWARE PROFICIENCY:

• Database Management System 
  • Adobe professional proficient
  • MS Office expert level

• Maintain a Master Document Register (MDR/VDR/DDR) consisting of drawings, specifications, procedures, and plans.

• Manage document process / workflow cycle in System and Control document review/approval process.

• Examine documents such as blueprints, drawings, change orders, and specifications to verify completeness and data accuracy

• Develop, implement, and enforce document control procedures, security protocols, and DMS (Document Management Systems).

• Manage documents from creation, review, approval, distribution, revision (version control) to archival & Attending Kick-off meeting

• Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors, and suppliers as applicable.

• Train staff, resolve system issues, and coordinate with cross-functional teams, conduct regular audits, manage internal/external audits, and prepare reports, Maintain confidentiality, security, backup, and proper access for sensitive information

• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence. e.g. Client, PMC, Design Consultant & Vendors for timely complication of task, as per requirement of project prepared PO copies of vendor and update and maintain.

• Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors, and suppliers as applicable

• Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.

• Maintain the files and control logs as required by the project.

• Prepare and maintain a filing system in various collaboration platforms e.g. Aconex, SharePoint, and Excel as per project requirements. This filing system allows the management team to get updated Customer & Supplier issued documents as receiving, recording, and processing for internal and external organizations' review and approval.

• Effective and timely management of Official Documents, customer correspondence and accurate filing and record keeping for ex. Design, Fabrication & Vendor / Supplier Documents:

• Generate the various document control reports as required.

• Build / maintain relationships with team members / suppliers to promote the use of the document library and provide support where required. 

• Ability to control multiple flows of information and ensure site registers is maintained. 

• Supporting the co-ordination of weekly / monthly reports to a given timeline