Senior Document Controller

Role Purpose

The Senior Document Controller is responsible for managing, coordinating, and maintaining all project documentation throughout the project lifecycle. The role ensures that drawings, technical documents, submittals, correspondence, reports, contracts, and other project records are properly controlled, distributed, tracked, archived, and readily accessible to authorized personnel.

The position requires close coordination with project management, engineering, procurement, construction, consultants, subcontractors, and clients to ensure timely and accurate document flow and compliance with the company's document control procedures.

Key Accountabilities

• Establish and maintain an effective document control system in accordance with company and project requirements.
• Manage the receipt, registration, distribution, tracking, revision, and archiving of project documents.
• Maintain accurate document registers, transmittals, logs, and tracking reports.
• Control the issuance and revision of engineering drawings, shop drawings, specifications, method statements, material submittals, RFIs, technical submittals, and other project documents.
• Ensure that the latest approved/released revisions of documents are available to relevant project personnel.
• Monitor document review and approval workflows and follow up on overdue submissions and responses.
• Prepare and issue document transmittals to clients, consultants, subcontractors, suppliers, and internal departments.
• Coordinate document submissions and responses between project stakeholders.
• Maintain proper records of incoming and outgoing correspondence.
• Ensure that superseded and obsolete documents are identified, withdrawn, and appropriately archived.
• Maintain electronic and hard-copy filing systems in accordance with established procedures.
• Monitor document numbering, revision codes, status codes, and distribution matrices.
• Prepare periodic document control reports and dashboards for project management.
• Support the preparation and maintenance of project handover and closeout documentation.
• Ensure that as-built drawings, operation and maintenance manuals, warranties, test certificates, inspection records, and other handover documents are properly controlled and compiled.
• Coordinate with engineering and construction teams to ensure documentation reflects the latest project status.
• Assist in audits by providing required records and demonstrating compliance with document control procedures.
• Maintain confidentiality and security of project and company information.
• Train and guide junior document controllers on document control procedures and systems.
• Identify gaps or inefficiencies in document control processes and recommend improvements.
• Perform other document control duties as assigned by the Document Control Manager or Project Manager.

Qualifications, Experience, Knowledge & Skills

• Bachelor's degree or diploma in Business Administration, Engineering, Construction Management, Information Management, or a related field is preferred.
• 4-6 years of relevant document control experience, preferably within construction, contracting, engineering, or EPC projects.
• Proven experience working on medium to large-scale construction projects.
• Strong understanding of construction documentation and project workflows.
• Experience working with consultants, contractors, subcontractors, suppliers, and clients.