- Responsible for handling, organizing, and distributing, all project documents, including but not limited to drawings, contracts, specifications, and other correspondence related to project
- Ensures that all documents are accurately recorded, sorted, filed electronically and physically(if needed), and distributed to the appropriate internal external parties
- Maintaining document control systems, tracking revisions and updates, and ensuring compliance with company, client, and industry standards
- Supports Project Managers with the retrieval of documentation requirements
- Provide direct assistance coordinating document reviews, handling document approval processes, and providing support during audits and inspections
- Overall, the document controller plays a crucial role in maintaining the integrity and organization of project documentation throughout the project life cycle
- Document controller plays a crucial role in managing and organizing documents within an organization. Their primary responsibility is to ensure that documents are properly created, reviewe'd, approved, and archived by organizational procedures and industry standards.
Here are the key tasks and responsibilities of a Document Controller:
Document Creation and Formatting:
- Create templates for various types of documents.
- Ensure that documents adhere to the organizations formatting and styling guidelines. In line with the clients requirements as well.
- Verify that all necessary information is included in the documents.
Document Review and Approval :
- Ensure documents are sorted correctly and distributed to relevant stakeholders for review.
- Track and follow up on the status of document review and approval.
- Ensure review documents are uploaded on relevant portals.
Document Distribution:
- Distribute approved documents to the respective individuals or departments.
- Ensure that the correct versions of documents are circulated.
Version Control:
- Maintain a version control system for documents to track changes and updates.
- Clearly label and document revisions to avoid confusion.
Document Retrieval and Archiving:
- Establish and maintain an organized document filing and retrieval system.
- Archive obsolete documents according to the organizations retention policies.
Quality Assurance:
- Conduct regular quality checks on documents to ensure accuracy and completeness.
- Work with relevant departments to address any discrepancies or issues.
Communication:
- Facilitate communication between different departments regarding document-related matters.
- Respond to inquiries related to document status, location, or other relevant information.
Continuous Improvement :
- Find opportunities for process improvement within the document control system.
- Implement best practices to enhance the efficiency and effectiveness of document control processes.
Software and Tools :
- Apply document management software and tools to streamline processes.
- Stay updated on advancements in document control technology.
Training and Awareness:
- Provide training to staff on document control procedures and policies.
- Foster awareness of the importance of document control within the organization.
- Self-motivated.
- Communicate efficiently to avoid ambiguity.
- Build good relationships and work well within a multi-disciplined team.
- Ability to build engineering concepts from scratch.
- Learn about new products and adapt new ideas quickly and accurately.
- Proficient in both written and spoken English.
- See challenges as opportunities
About Ideal Candidate
- Excellent communication skills (English language); oral written
- Proficient typing and editing skills
- communication and interpersonal skills
- attention to detail
- analytical and problem-solving ability
- planning skills
- persistence and the ability to influence others
- a strategic approach to work
- ability to facilitate change
- skills in numerical and statistical analysis
- an understanding and appreciation of other peoples work fields, such as engineering and science.
Educational Qualification Work Experience:
- BSc degree in Project Management or relevant field
- 2-3 years experience working in a Document Controller/ Project Administration position coming from an engineering/construction environment.
- Familiar with Quality Standards/ Document Control Procedures a must
- Familiarity with project management is a must.
Key Skills :
- Statistical Analysis
- Document Creation
- Quality Assurance
- Tracking
