Document Controller
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Key skills for this role
About the Role
Creative Concepts Building Maintenance & Decoration is seeking a Document Controller for interior fit-out projects. The role involves managing, organizing, and maintaining all project-related documents including drawings, specifications, contracts, and approvals.
Key Skills for This Role
Responsibilities
- Maintain and control all project documents including drawings, shop drawings, material submittals, RFIs, method statements, approvals, and technical documents
- Register, track, and distribute incoming and outgoing documents
- Ensure all documents are correctly numbered, filed, and stored according to company document control procedures
- Coordinate with project managers, architects, engineers, consultants, suppliers, and subcontractors regarding document submissions and revisions
- Maintain up to date document registers and revision histories
- Issue controlled copies of drawings and documents to relevant departments and project teams
- Archive completed project documents for future reference
- Monitor submission deadlines and follow up on pending approvals
- Prepare weekly and monthly document status reports
- Ensure confidentiality and security of project documentation
- Assist in preparing project handover documentation and O&M manuals
- Support procurement and commercial teams with document management as required
Requirements
- Diploma or Bachelor's degree in Business Administration, Engineering, Architecture, or a related field
- 2–5 years of experience as a Document Controller, preferably in interior fit out or construction industry
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Excellent organizational and time management skills
- Strong communication and coordination abilities
- Ability to work under pressure and meet project deadlines
- High attention to detail and accuracy
Full Job Posting
Job Summary
- The Document Controller is responsible for managing, organizing, and maintaining all project related documents for interior fit out projects.
- The role ensures that drawings, specifications, contracts, technical documents, approvals, and correspondence are properly recorded, distributed, updated, and archived.
- Department: Projects / Engineering. Reports To: Project Manager.
Key Responsibilities
- Maintain and control all project documents including drawings, shop drawings, material submittals, RFIs, method statements, approvals, and technical documents.
- Register, track, and distribute incoming and outgoing documents.
- Ensure all documents are correctly numbered, filed, and stored according to company document control procedures.
- Coordinate with project managers, architects, engineers, consultants, suppliers, and subcontractors regarding document submissions and revisions.
- Maintain up to date document registers and revision histories.
- Issue controlled copies of drawings and documents to relevant departments and project teams.
- Archive completed project documents for future reference.
- Monitor submission deadlines and follow up on pending approvals.
- Prepare weekly and monthly document status reports.
- Ensure confidentiality and security of project documentation.
- Assist in preparing project handover documentation and O&M manuals.
- Support procurement and commercial teams with document management as required.
Qualifications
- Diploma or Bachelor's degree in Business Administration, Engineering, Architecture, or a related field.
- 2–5 years of experience as a Document Controller, preferably in interior fit out or construction industry.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Experience with document management systems (Aconex, Procore, SharePoint, EDMS, or similar) is an advantage.
- Excellent organizational and time management skills.
- Strong communication and coordination abilities.
- Ability to work under pressure and meet project deadlines.
- High attention to detail and accuracy.
Skills
- Document Management
- Record Keeping
- Filing & Archiving
- Data Entry
- Communication Skills
- Time Management
- Coordination
- Microsoft Office Suite
- Document Control Systems
- Confidentiality and Accuracy
Key Performance Indicators (KPIs)
- Timely distribution of project documents.
- Accuracy of document registers and revision control.
- Zero loss of project documents.
- On time submission tracking and follow up.
- Efficient document retrieval and archiving.
- Compliance with company document control procedures.
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