Job Description

Document Controller
Position: Document Controller
Department: Quality Assurance, Project Management, Engineering, or Administration
Reports To: Project Manager, QA/QC Manager, or Department Head
Job Overview:
The Document Controller is responsible for managing the flow of documents within an organization, particularly in project-driven environments like construction, engineering, or oil & gas. This role ensures that all documentation is accurately recorded, distributed, filed, and archived in accordance with company procedures and regulatory requirements.
Key Responsibilities:

• Establish, implement, and maintain document management systems (electronic and/or physical) and procedures.
• Receive, track, register, and distribute all project or departmental documents (drawings, specifications, contracts, transmittals, reports).
• Ensure document revisions, updates, and approvals are properly controlled and recorded, maintaining version control.
• Distribute documents to internal teams and external stakeholders as per the distribution matrix.
• File and archive documentation in a structured, secure, and easily retrievable manner.
• Prepare and manage document transmittals and correspondence logs.
• Conduct regular audits to ensure document integrity, compliance, and that all files are current.
• Assist project teams in retrieving necessary documents and preparing document packages for submissions or audits.
• Train staff on document control procedures and the use of the document management system.

Qualifications & Skills:

• High school diploma required; Associate's or Bachelor's degree in Business Administration, Engineering Technology, or related field preferred.
• Proven experience as a Document Controller, preferably in a project-based industry.
• Proficient in document management software (e.g., Aconex, Documentum, Asite, SharePoint) and MS Office Suite.
• Meticulous attention to detail and exceptional organizational skills.
• Strong understanding of document lifecycles, version control, and metadata.
• Excellent written and verbal communication skills.
• Ability to work under pressure, meet deadlines, and handle confidential information.

Skills Required