Document Controller

Overall purpose of role

Assist the Lead/Senior Document Controller in managing project documentation efficiently and ensuring timely delivery.

Primary responsibilities, authorities & accountabilities

• Fully aware of and adhere to all document control procedures.
• Understand process flows, responsibility matrices, document inflow intervals, document maturity, confidentiality, archiving, and retention management.
• Proficient in using internal Electronic Document Management Systems (EDMS) and client-specific EDMS platforms.
• Coordinate all incoming and outgoing documentation from internal departments, clients, suppliers, and subcontractors.
• Perform quality assurance checks on documents, ensuring accuracy, completeness, compliance, correct orientation, clarity, legibility, and absence of typographical errors or duplication before uploading to the EDMS and transmitting.
• Obtain acknowledgments for documents delivered daily.
• Maintain the latest document revisions in the EDMS and ensure they are readily accessible to authorized users.
• Establish and maintain the initial access matrix for the project folder structure based on the organizational chart, and keep the folder request register up to date.
• Organize and file hardcopy documents systematically.
• Assist with the compilation and issuance of final documentation.
• Ensure compliance with company, department, and project-specific procedures.
• Adhere to applicable information security policies and procedures.
• Comply with Health, Safety & Environmental (HSE) responsibilities.

Attainment

• Basic Education qualification. As a minimum higher secondary school certificate. Diploma or Certification will be an advantage.
• Relevant experience in documentation with thorough knowledge of procedures and systems.
• Good communication skills (written and verbal) in English language are a must. Able to communicate verbally with confidence.
• Basic knowledge of MS Office Applications.
• Working to Standards and creating orderliness.
• Physically fit and able to work in extreme conditions.
• Demonstrates ability to listen to the views of others, able to quantify and respond in a logical, well thought out manner.
• Planning and executing work efficiently.
• Content to deal with detailed, routine work.