Document Controller

Overview

The Document Controller is responsible for managing, organizing, and maintaining all documents and records in both electronic and hard copy formats to ensure efficient information retrieval, regulatory compliance, and secure management of sensitive data within the organization. This role supports various departments by ensuring that document control procedures are strictly followed, records are up to date, and information flow remains uninterrupted.

• Establish, implement, and maintain document control procedures in accordance with company and regulatory standards.
• Receive, process, classify, and archive all incoming and outgoing documents (hard and electronic formats).
• Distribute and track documents for review, approval, and signature as needed by various stakeholders.
• Maintain document registers and logs for easy retrieval and tracking of document status.
• Ensure strict version control on all documents and clearly mark superseded versions.
• Support project teams and departments in document preparation, formatting, and storage.
• Collaborate with IT to ensure digital documents are properly backed up, stored, and accessible to authorized personnel.
• Regularly audit document control processes to maintain data integrity and compliance with standards (e.g., ISO, company-specific policies).
• Train staff as needed on document management procedures and system use.
• Prepare reports on document control activities for management review.
• Protect confidentiality and security of sensitive and proprietary information.
• Assist with document retrieval during internal and external audits.

• Minimum 3 years' prior experience in document control, preferably within construction, real estate, engineering, or property management.
• Proficient in document control systems (e.g., EDMS, Aconex, SharePoint) and Microsoft Office Suite.
• Strong organizational and time management skills; ability to multitask and meet deadlines.
• Excellent attention to detail and accuracy.
• Ability to handle confidential information with integrity and discretion.
• Effective communication and interpersonal skills.
• Proactive, self-motivated, and able to work both independently and as part of a team.
• Diploma or Bachelor’s degree in Business Administration, Information Management, or a related field.
• Document Control Certification (desirable).