Document Controller

LAMBSROCK

Position Purpose

The Document Controller has to manage, organize, and control all documentation related to construction projects, ensuring that all project-related documents are accurate, up-to-date, and easily accessible. The Document Controller is responsible for ensuring proper documentation processes, maintaining effective document management systems, and supporting the project team in accessing relevant information for decision-making.

Qualifications and Experience

Education:

• Any graduation degree or certification in document management, construction management, or related fields is a plus.

Experience:

• 4+ years of experience in document control or administration, preferably in the construction industry.
• PMC background is mandatory.

Skills:

• Proficiency in document management software (e.g., Aconex, Procore, SharePoint) and Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with project management tools and databases.
• Experience in maintaining and organizing large volumes of documents and data.

·       Knowledge of construction terminology, processes, and documentation.

·       Strong verbal and written communication skills.

·       Ability to effectively communicate with different teams and stakeholders, both internally and externally.

·       High level of accuracy and attention to detail in document management and data entry.

·       Excellent organizational skills with the ability to prioritize tasks and manage multiple documents at once.

·       Ability to work under pressure and meet deadlines.

Physical Requirements:

• Ability to work in an office environment and on construction sites as required.
• Occasional travel to project sites may be necessary.

Duties & Responsibilities:

Document Management:

·       Maintain an organized filing system for all project documents, including drawings, specifications, contracts, permits, change orders, reports, and correspondence.

·       Ensure that all documents are filed in accordance with project-specific naming conventions and document management protocols.

·       Track the status and revisions of documents to ensure the team is working with the latest versions.

Document Distribution:

·       Distribute and circulate project documents to appropriate team members, contractors, clients, and stakeholders in a timely manner.

·       Coordinate with project teams and subcontractors to ensure that they have access to the required documents.

·       Support the flow of information between different departments (e.g., procurement, engineering, construction).

Document Control Procedures:

·       Implement and follow established document control processes and procedures to ensure compliance with industry standards, company policies, and client requirements.

·       Review documents for compliance with project specifications before submission.

·       Ensure that all documents are appropriately marked with version numbers and revision dates.

Record Keeping & Archiving:

·       Archive completed and finalized documents at the conclusion of each phase of the project or after project completion.

·       Maintain a secure, searchable, and organized document archive for future reference or audit purposes.

·       Ensure documents are retained for the required period, in compliance with legal and regulatory requirements.

Document Tracking:

·       Monitor the flow of documents through the various stages of the project, ensuring timely approval, revisions, and delivery.

·       Create and maintain a document register or database to track document versions, revisions, and approvals.

·       Ensure that all required signatures and approvals are obtained before documents are finalized or distributed.

Collaboration & Support:

·       Work closely with engineers, architects, contractors, and project managers to understand document requirements and assist in organizing and preparing documentation.

·       Provide support in preparing reports, presentations, or other documents for project meetings or client submissions.

·       Respond to document-related inquiries and provide guidance on document handling procedures.

Compliance & Quality Control:

·       Ensure that all documents meet the required quality standards and comply with the specifications set forth by clients and regulatory bodies.

·       Conduct periodic audits of document control practices to ensure continuous improvement and compliance with project-specific requirements.

Training & Support:

·       Provide training and guidance to project teams on document management procedures, tools, and systems.

·       Support new team members in understanding document control processes and ensure consistency across the project team.

What We Offer:

-       Competitive salary and benefits package

-       Opportunities for professional growth and career advancement

-       A collaborative and dynamic work environment

-       Involvement in high-profile and diverse projects

-       Ongoing training and development programs