Document Controller

Job Description

  Document Management:

• Organise, store, and manage documents and records both in physical and electronic formats.
• Develop and maintain document control processes and procedures.
• Ensure proper categorisation, labelling, and indexing of documents for easy retrieval.

Compliance and Standards:

• Ensure that documents comply with company policies, industry standards, and regulatory requirements.
• Monitor and ensure adherence to document control procedures across all projects.

Distribution and Access:

•  Control access to documents and ensure that only authorised personnel can view or edit them.
•  Distribute documents to relevant stakeholders promptly.
•  Maintain a distribution log to track document dissemination.

Version Control:

• Manage document versioning to ensure that the latest versions are always available.
• Track changes, updates, and revisions to documents.
• Maintain a history of document revisions and updates.

Quality Assurance:

• Review documents for accuracy and completeness.
• Coordinate with project managers, engineers, and other stakeholders to ensure that documents meet project requirements.

Project Coordination:

• Support project teams by providing necessary documentation and ensuring timely updates.
• Assist in the preparation of project documentation, such as reports, manuals, and specifications.

Filing and Archiving:

•  Develop and implement a filing and archiving system for both active and completed projects.
• Ensure that archived documents are easily retrievable for future reference.

Training and Support:

• Train staff on document control procedures and the use of document management systems.
• Provide ongoing support to project teams regarding document-related queries and issues.

Reporting:

• Generate reports on document status, distribution, and compliance.
• Provide regular updates to management on document control activities and any issues encountered.

Technology and Systems:

•  Utilise document management software and systems to streamline document control processes.
• Stay updated with the latest document management technologies and recommend improvements.

Security:

•  Ensure the confidentiality and security of sensitive documents.
•  Implement security measures to protect documents from unauthorised access or breaches.

Collaboration:

•  Work closely with other departments such as quality control, procurement, and project management to ensure document accuracy and consistency.
• Facilitate communication and collaboration among project team members through effective document control practices.

Job Specification

• Bachelors in civil engineering with at least 6 years of experience in the related field.