Document Controller - TST

Job Summary:

The Document Controller plays a key role in managing and maintaining project documentation to ensure accuracy, accessibility, and compliance with project standards. This position involves controlling the flow of documents, tracking revisions, and supporting project teams with timely document distribution and retrieval. The role is essential for efficient project communication and record-keeping.

Key Responsibilities:

• Document Management: Receive, sort, and maintain all incoming and outgoing documents including drawings, specifications, contracts, and reports.
• Distribution: Ensure proper distribution of documents to relevant stakeholders while maintaining strict version control and tracking document status.
• Filing Systems: Develop and maintain organized filing systems (both electronic and hard copy) for easy access and retrieval of information.
• Version Control: Monitor and control document versions to prevent miscommunication or use of outdated information.
• Compliance: Ensure all documentation complies with company policies, project standards, and contractual requirements.
• Archiving: Archive finalized project documents and ensure adherence to legal and contractual retention policies.
• Review and Verification: Conduct routine checks for document completeness, formatting, and accuracy.
• Support and Coordination: Assist project teams, engineers, and managers in document-related needs and coordinate with auditors or inspectors when necessary.
• Audit Readiness: Maintain documentation logs and systems in a way that supports internal and external audits.

Qualifications:

• Minimum: High school diploma or equivalent.
• Preferred: Diploma or certification in Document Control, Business Administration, or related field.
• Prior experience in document management, project administration, or office coordination is highly desirable.
• Familiarity with construction or engineering documentation is an advantage.

Project-Specific Requirement:

• The Document Controller shall have demonstrated experience in:
• Administrative and secretarial duties
• Computer operations (including document management software)
• Timekeeping and office procedures
• Clerical tasks using computerized systems

Skills Required:

• Excellent organizational and time management skills.
• High level of attention to detail and accuracy.
• Proficiency in MS Office (Word, Excel, Outlook) and document control systems.
• Strong communication and interpersonal skills.
• Ability to work under pressure and meet strict deadlines.
• Discretion with confidential information.
• Ability to work independently and within a team environment.