Project Document Controller

• 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 areaccuratelyrecorded, sorted, filed electronically and physically(if needed),anddistributedtothe appropriate internal external parties
• Maintaining document control systems, tracking revisions and updates, and ensuring compliance with company, client,andindustrystandards
• Supports Project Managers with the retrieval of documentation requirements
• Provide direct assistancecoordinatingdocument reviews, handling document approval processes, and providing support during audits and inspections
• Overall, thedocumentcontrollerplaysacrucialroleinmaintaining theintegrityand organization of project documentation throughout theprojectlifecycle
• Documentcontrollerplaysacrucialroleinmanagingand organizing documents within an organization. Their primary responsibility is toensurethatdocumentsare properly created, reviewe'd, approved, and archived by organizational proceduresandindustrystandards.

Here are the key tasks and responsibilities of a Document Controller:

Document Creation and Formatting:

• Create templates for various types of documents.
• Ensurethatdocumentsadheretotheorganizationsformatting and styling guidelines. In line with the clients requirements as well.
• Verify that allnecessaryinformation is included in the documents.

DocumentReviewandApproval:

• Ensure documents are sorted correctlyanddistributedtorelevantstakeholdersfor review.
• Track and follow up on the status ofdocumentreviewandapproval.
• 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 totrackchanges 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 accordingtotheorganizationsretention 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.

ContinuousImprovement:

• Find opportunities for processimprovementwithin the document control system.
• Implementbestpracticesto enhance theefficiencyand effectivenessofdocumentcontrolprocesses.

SoftwareandTools:

• Apply document managementsoftwareandtoolstostreamlineprocesses.
• Stay updated on advancements in document control technology.

Training and Awareness:

• Provide training to staff ondocumentcontrolproceduresand policies.
• Fosterawareness of the importanceofdocumentcontrolwithin the organization.
• Self-motivated.
• Communicateefficientlyto avoid ambiguity.
• Buildgood relationships and work well within a multi-disciplined team.
• Ability tobuildengineering concepts from scratch.
• Learn about new products and adapt new ideas quickly andaccurately.
• Proficientin both written and spoken English.
• See challenges as opportunities

About Ideal Candidate

• Excellentcommunicationskills(English language); oral written
• Proficienttyping and editing skills
• communication andinterpersonalskills
• attentiontodetail
• 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:

• BScdegreein 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/DocumentControlProceduresa must
• Familiarity with project management is a must.

Key Skills :

• Statistical Analysis
• Document Creation
• Quality Assurance
• Tracking