DOCUMENT CONTROLLER (FIRE PROTECTION)

Job Summary

Manage and control project documentation to ensure accurate, timely submissions and approvals supporting fire protection and construction projects. Collaborate with project teams and stakeholders to maintain compliance and facilitate audits and handovers.

Responsibilities

• Manage and maintain project documents, drawings, specifications, correspondence, and technical records to ensure accuracy and completeness.
• Control the issuance, revision, and distribution of drawings and project documents to maintain version integrity.
• Maintain accurate document registers, revision logs, and transmittal records for traceability and audit readiness.
• Coordinate document submissions and approvals with clients, consultants, main contractors, and subcontractors to meet project timelines.
• Ensure the latest approved drawings and documents are properly circulated to relevant project teams to support project execution.
• Monitor document status including submission, approval, revision, and superseded documents to track progress and compliance.
• Assist project teams with preparation and submission of shop drawings, as-built drawings, material submissions, method statements, and other technical documents to support project requirements.
• Maintain proper filing and archiving of project records in accordance with company and project standards for easy retrieval.
• Follow up with project team members on outstanding document submissions and approvals to ensure timely completion.
• Ensure all documents are properly named, indexed, and stored to facilitate efficient access and retrieval.
• Support project teams during audits, inspections, and project handovers by providing required documentation promptly.
• Perform other administrative and document control duties as assigned to support project operations.

Required competencies and certifications

• Diploma or equivalent qualification in Business Administration, Construction, Engineering, or related discipline.
• 1–3 years of experience in document control within construction, M&E, or fire protection industries.
• Proficiency in Microsoft Office applications, especially Excel and Word.
• Familiarity with construction drawings, technical submissions, and project documentation.

Preferred competencies and qualifications

• Experience with document management systems or project collaboration platforms.
• Experience in fire protection or M&E projects.
• Strong organizational and time-management skills demonstrated by managing multiple document workflows.
• Effective communication and interpersonal skills to coordinate with diverse project teams.
• Ability to work independently and collaboratively to meet project deadlines.