Document Controller

JOB SCOPE & JOB RESPONSIBILITIES

1. Document Management & Control

• Estabilsh and maintain the project document control system in accordance with company and project requirements.
• Ensure proper numbering, filing, sorting, and retrieval of all incoming and outgoing documents.
• Maintain up-to-date document registers (drawings, method statements, RFIs, reports, etc.)

1. Incoming & Outgoing Documents

• Received, log, and distribute all incoming documents to relevant stakeholders.
• Ensure all outgoing documents are properly reviewed, approved, and transmitted.
• Track submission status and follow up on pending approvals.

1. Drawing & Technical Document Control

• Manage all engineering drawings, revisions, and superseded documents.
• Ensure only the latest revisions are issued for construction and site use.
• Coordinate with engineering and site teams on drawing updates and changes.

1. Coordination & Communication

• Liaise with consultants, contractors, and internal teams on document submissions and approvals.
• Support project team in tracking deliverables and deadlines.
• Provide timely updates on document status and highlight delays or issues.

1. Compliance & Quality Assurance

• Ensure all documentation complies with project specifications, QA/QC requirements, and regulatory standards.
• Maintain proper records for audit and handover purposes.
• Support audits by ensuring document traceability and completeness.

1. Reporting & Monthly Report Preparation

• Generate regular reports on document status, submissions, and outstanding items.
• Maintain logs for RFIs, transmittals, submittals, and approvals.
• Take ownership of the preparation and compilation of Monthly Project Reports, including:

1. Document submission and approval status
2. Progress updates from various disciplines
3. Outstanding issues and action tracking
4. Inputs from engineering, procurement, and construction teams

• Ensure timely submission of monthly reports in accordance with project requirements.

1. Meeting Support & Minutes

• Attend coordination and project meetings as required.
• Prepare and maintain accurate Minutes of Meeting (MOM), including tracking of action items and follow-ups with relevant parties.

1. Site Administration Support

• Assist in site administration works as required by the project team, including but not limited to:

1. Coordination of site documentation and records
2. Support for manpower records, attendance, and site logistics documentation
3. Filing and tracking of permits, approvals, and site correspondance
4. General administrative and clerical support to ensure smooth site operations

1. Project Handover Documentation

• Compile and organize final documentation for project handover (as-built drawings, O&M manuals, warranties, etc.).
• Ensure completeness and accuracy of all handover documents.