Document Controller Specialist

Job Description Summary

The Document Controller Specialist is responsible for managing, controlling, and maintaining project documentation in compliance with company standards, project procedures, and client requirements. This role ensures that all technical, commercial, and administrative documents are accurately processed, distributed, tracked, and archived throughout the project lifecycle.
The ideal candidate will have strong expertise in document control systems, transmittals, version control, and stakeholder coordination, with the ability to maintain document integrity, confidentiality, and accessibility across internal and external project teams.

Job Description

Key Responsibilities

• Manage and maintain all project documentation in accordance with company policies, project requirements, and client specifications.
• Control the receipt, registration, distribution, tracking, filing, and archiving of project documents.
• Ensure all documents are properly reviewed, approved, and issued according to established workflows and deadlines.
• Maintain accurate document numbering, revision control, and version history.
• Prepare and process document transmittals for internal and external distribution.
• Monitor document status and ensure timely submission, retrieval, and updates of project records.
• Coordinate with project managers, engineers, quality teams, vendors, subcontractors, and clients regarding document requirements and submissions.
• Perform quality checks to verify document accuracy, completeness, and compliance before issuance.
• Maintain document control logs, trackers, and registers to ensure up-to-date reporting.
• Support audits by providing required documentation and ensuring records are organized and readily accessible.
• Assist in the implementation and continuous improvement of document control procedures and systems.
• Ensure confidentiality, security, and proper retention of sensitive project information.
• Follow up with stakeholders on overdue documents, comments, approvals, and revised submissions.

• Bachelor's degree, diploma, or equivalent qualification in Business Administration, Information Management, Engineering Support, or a related field.
• Proven experience with min 3 yrs as a Document Controller, Document Control Specialist, or similar role in a project-driven environment.
• Strong knowledge of document control processes, transmittals, revision control, and records management.
• Experience working with document management systems (DMS/EDMS) and electronic filing systems.
• Proficiency in Microsoft Office applications, especially Excel, Word, and Outlook.
• Strong organizational skills with high attention to detail and accuracy.
• Excellent communication and coordination skills with the ability to work across multiple teams and stakeholders.
• Ability to manage multiple priorities and meet tight deadlines.

• Experience in industries such as construction, engineering, oil & gas, energy, manufacturing, or infrastructure.
• Familiarity with client documentation requirements and project documentation workflows.
• Knowledge of ISO standards, quality management systems, or records retention practices.
• Experience with systems such as Aconex, SharePoint, Documentum, EDMS, or similar platforms.

• Document control and records management
• Document management systems (DMS/EDMS)
• Transmittal preparation and tracking
• Version and revision control
• Compliance with company and client standards
• File organization and archiving
• Stakeholder coordination
• Attention to detail
• Time management and prioritization
• Communication and follow-up skills
• Problem-solving and process improvement
• Confidentiality and data integrity