Document Controller_ WFH

Position Summary

The Document Controller owns the document control system across the company's projects. The role ensures drawings, specifications, contractual correspondence, transmittals, RFIs and project records are registered, version-controlled, distributed and archived correctly. Working with Project Managers, Contracts Administrators, Project Controllers, and the Design, Procurement and Construction teams, the role ensures that only current, approved documents are used on site and in procurement, and that the commercial record can withstand external scrutiny at any point.

The role is fully remote and relies on cloud-based systems, so the successful candidate must be self-directed, highly organised and comfortable managing project records for an overseas project.

Role & responsibilities

1. Document Control System Management

• Establish, maintain and improve the project document management system (folder structures, naming conventions, numbering and revision control).
• Register, index and file all incoming and outgoing project documents.
• Maintain document control procedures, templates and work instructions.
• Ensure documents are stored in a structured, accessible and secure manner, with appropriate access controls.
• Perform periodic audits of the document system for completeness and compliance.

2. Drawing & Specification Control

• Maintain the drawing and specification register: drawing number, revision, issue status (e.g. IFC), IFC date, client/superintendent approval date and status.
• Ensure only current, approved (IFC) drawings and specifications are issued to site, procurement and subcontractors.
• Withdraw and mark superseded revisions, and confirm obsolete documents are removed from circulation.
• Notify the Project Manager, Design Manager, Contracts Administrator and Procurement of new revisions that may affect placed orders or works in progress.
• Maintain a register of approved material specifications, product substitutions and client sign-offs.

3. Transmittals & Distribution

• Prepare, issue and log transmittals to clients, superintendents, designers, subcontractors and suppliers.
• Track submission dates, response deadlines and status of all transmittals.
• Maintain distribution matrices and confirm receipt of controlled documents.
• Follow up overdue responses and escalate to the Project Manager as required.

4. Contractual Correspondence & Registers

• Maintain the correspondence register for all letters, emails, notices and directions, logging within 24 hours of issue or receipt.
• Support the Contracts Administrator in maintaining the Contract Notification Register, variation register, delay register and progress claim register (filing, reference numbering and version control).
• Ensure outgoing contractual correspondence is reviewed and approved per PNGCR's authorisation matrix before issue.
• Ensure verbal instructions are followed up and filed as written records.

5. RFI Management

• Log all RFIs issued and received and track response times.
• Coordinate with the Design Manager to confirm responses are received, filed and communicated.
• Flag overdue RFIs to the Project Manager within 48 hours of the due date.

6. Procurement & Subcontract Documentation

• File and control purchase orders, supplier submittals, material approvals, datasheets and delivery records.
• Support cross-checking of purchase orders against the approved drawing and specification register.
• Maintain subcontract document files, including insurance, licence and compliance records, in coordination with the Project Administrator.

7. Site & Project Records

• Collect, file and maintain Daily Site Reports (DSRs), meeting minutes, site instructions, inspection and test plans (ITPs), permits and photographic records submitted electronically by site teams, following up on missing or late submissions.
• Compile and maintain records needed for EOT, variation and progress claim packs.
• Keep QA/HSE documentation (procedures, registers, inspection records) current and accessible.

8. Project Close-Out & Archiving

• Compile electronic as-built drawings, O&M manuals, warranties, certificates and handover documentation into structured digital close-out dossiers.
• Archive final project records in line with contractual and company retention requirements.

9. Reporting

• Prepare a weekly document control status report covering new documents, open transmittals, overdue RFIs, drawing revision status and outstanding approvals.
• Provide document and register data to support the weekly commercial report and monthly cost report.
• Attend weekly project coordination meetings and report on document control matters.

10. Remote Collaboration & Data Security

• Maintain all project records on PNGCR's approved cloud platforms (SharePoint/OneDrive or CDE), with no local or personal storage of project documents.
• Follow PNGCR's information security, confidentiality and access control requirements, and report any breach or suspected data loss immediately.
• Keep an up-to-date online document index so the PM, Contracts Administrator and COO can find any record at any time.
• Give site teams clear guidance on file naming, submission formats and deadlines.

Required Qualifications & Experience

• Diploma or bachelor's degree in engineering, Construction Management, Business Administration, Information Management or a related discipline (equivalent experience considered).
• Minimum 3 years' experience as a Document Controller in construction, engineering, mining or infrastructure projects.
• Strong knowledge of document control processes: revision control, transmittals, registers and drawing management.
• Experience maintaining RFI, correspondence and drawing registers on formal contracts.
• Excellent attention to detail, with strong organisation and time management.
• Excellent written and verbal English communication.
• Advanced Microsoft Excel and working knowledge of Microsoft Word, Outlook and Teams.
• Ability to work independently and manage multiple projects and deadlines in a remote environment.
• Reliable high-speed internet with a backup connection, and a suitable home-office setup.
• Willingness to work during overlapping Papua New Guinea business hours.

Preferred Qualifications

• Experience working remotely or supporting remote/international project teams.
• Experience on government or institutional contracts (e.g. Australian Government-funded projects in PNG or the Pacific).
• Familiarity with AS4000, NEC, FIDIC or similar contract forms and their notice and correspondence requirements.
• Experience in mining, modular construction or camp infrastructure projects.
• ISO 9001 / document control QA system exposure.

Software Skills

Essential: Microsoft Excel, Word, Outlook, SharePoint/OneDrive, Microsoft Teams

Desirable: Aconex, Procore or similar CDE/EDMS; Bluebeam; AutoCAD Viewer; Power BI

Key Attributes

• Precise: registers and records must be accurate and current.
• Organised: clean, accessible files that stand up to audit.
• Proactive: flags missing approvals, overdue responses and superseded documents before they cause problems.
• Discreet: handles commercially sensitive and confidential information appropriately.
• Collaborative: works as part of the project team across commercial, design, site and procurement.
• Reliable: meets daily and weekly deadlines consistently.

Key Deliverables

• Document control system and procedures
• Drawing & specification register
• Transmittal register
• Correspondence register
• RFI register
• Approved material and specification register
• Weekly document control status report
• Close-out and handover documentation packs

Working Arrangements

• Full-time remote position based in India.
• Standard workload of 40 to 48 hours per week.
• Availability during Papua New Guinea business hours.
• Close collaboration with Project Managers, Contracts Administrators, Project Controllers, Project Administrators, Design, Procurement and Construction teams in PNG.