Documents Controller

PURPOSE OF THE JOB

A Document Controller is responsible for the management and oversight of all project documentation, ensuring that it is properly stored, easily accessible, and systematically organized. This role is crucial in maintaining the integrity and consistency of documents, which is essential for the smooth operation of projects and compliance with regulations.

This position requires a blend of technical and interpersonal skills, as well as a keen eye for detail and a strong sense of organization.

MAIN RESPONSIBILITIES

• Handle incoming and outgoing project records, documents, reports and drawings and ensure proper tracking, duplication and distribution to appropriate parties in accordance with established procedures
• Facilitate timely document review, approval and documentation in an effective and efficient manner
• Control all aspects of documentation throughout the project’s life cycle such as catalogue, post, distribute, track and compile hard and soft copy
• Ensure that all documents comply with relevant regulations, standards, and company policies
• Maintain control over document versions to ensure that the most current and accurate information is available, preventing confusion and errors.
• Prepare documents for audits, ensuring that all required information is complete and readily available
• Assist the project team by coordinating document status and distribution
• Assist completion of requests, searches and queries from any project member
• Audit documents to ensure project files are current and all stakeholders are adopting the prescribed documentation protocol
• Provide necessary training to team members on the document management systems and procedures
• Provide support for the Change Control and Document Control processes for the project
• Track all documents correspondences and transactions
• File and archive documentation to facilitate easy retrieval
• Prepare and handover all final as-built documentation
• Any other duties deemed necessary

QUALIFICATIONS

• Diploma/ Minimum “O” levels with at least 1 years of relevant working experience in document management
• Previous experience in document control or a related field is highly desirable
• Experience with document management software and systems
• Strong communication skills, both written and spoken
• Strong attention to detail to ensure accuracy and completeness of documents.
• Knowledge on ISO 9001 standards will be preferred
• Good working knowledge of MS Office, and adept at spreadsheets and file management systems
• Prior experience with Project Information Management System is preferred
• Strong organizational and time-management skills to handle multiple tasks and projects simultaneously
• Ability to work effectively both independently and as part of a team.