Document Controller ( Projects )

Key Responsibilities:

Document Management

• Receive, organize, and maintain project-related documents including contracts, drawings, reports, and correspondence.
• Ensure correct naming, numbering, versioning, and logical filing of documents for easy retrieval.
• Track document review and approval processes to maintain up-to-date records.

Document Control System

• Use document management software/electronic systems for document tracking and control.
• Train and support team members in using document control tools and protocols.
• Ensure compliance with internal standards and industry regulations.

Distribution & Retrieval

• Control access to documents and ensure proper distribution to authorized personnel.
• Track document retrieval requests and maintain logs of document flow.

Quality Assurance

• Conduct regular audits to ensure documents are complete, accurate, and in compliance.
• Highlight discrepancies or non-compliance issues and assist in resolutions.

Security & Confidentiality

• Protect sensitive or confidential information and restrict access appropriately.
• Adhere to company policies regarding data protection and document security.

Collaboration & Coordination

• Work closely with project managers, engineers, consultants, and cross-functional teams.
• Support smooth communication by managing and sharing necessary documentation.

Record Retention & Disposal

• Maintain retention schedules and coordinate document disposal as per company policy and legal requirements.

Process Improvement

• Identify gaps in the current document control process and suggest improvements.
• Implement best practices for streamlined and efficient documentation.