Document Controller

Key Responsibilities

• •Receive, register, log, and distribute incoming and outgoing documents (drawings, specifications, contracts, transmittals, RFIs, submittals, correspondence) using a document management system (e.g., Aconex, ProjectWise, SharePoint, EDMS).
• •Maintain accurate version control and revision history, ensuring only the latest approved documents are in circulation and superseded versions are clearly marked and archived.
• •Establish and maintain a logical filing structure and naming conventions for both electronic and hard-copy documents.
• •Track document status, approvals, and review cycles, and follow up with relevant parties to ensure deadlines are met.
• •Prepare and issue transmittals, and maintain registers and logs (drawing registers, submittal logs, correspondence logs).
• •Ensure documents comply with project, client, and regulatory requirements, including required formats, templates, and approval workflows.
• •Manage access permissions and confidentiality, ensuring sensitive information is protected and shared only with authorized personnel.
• •Support audits by retrieving documentation and demonstrating traceability and compliance.
• •Assist project teams, contractors, and consultants with document retrieval and queries.
• •Archive completed project documentation and prepare handover/as-built documentation at project close-out.
• •Generate periodic reports on document status, outstanding items, and overdue actions

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