Job Summary:

We are looking for a skilled and detail-oriented Document Controller/ Receptionist to manage all documentation related to construction projects while ensuring smooth front-office operations. The ideal candidate will be responsible for organizing and controlling construction project documents, handling incoming communications, and providing a welcoming front desk presence. This dual role requires excellent organizational skills, attention to detail, and the ability to juggle multiple tasks in a fast-paced construction environment.

Key Responsibilities:

Document Controller Duties:

• Manage Project Documentation: Oversee and manage all documents related to construction projects, including contracts, blueprints, drawings, permits, RFIs (Requests for Information), change orders, and correspondence.
• Document Filing & Organization: Ensure accurate filing, categorization, and indexing of physical and digital documents. Maintain document control systems to ensure easy retrieval and compliance with project requirements.
• Track Document Versions: Monitor and maintain version control for all project documents to ensure that all stakeholders are working with the most up-to-date information.
• Coordinate Document Distribution: Distribute project documents to relevant team members, subcontractors, and stakeholders in a timely and efficient manner.
• Ensure Compliance: Ensure that all documents are compliant with industry standards, regulations, and company policies, including health and safety, quality assurance, and project management procedures.
• Maintain Document Databases: Input and update project-related documents into databases or project management software to ensure data integrity.
• Project Reporting Support: Assist with preparing project reports, including document logs, tracking sheets, and updates to project management teams.

Receptionist Duties:

• Greeting Visitors: Provide a professional and friendly greeting to visitors, clients, contractors, and vendors arriving at the office or construction site.
• Phone and Email Handling: Answer and direct phone calls, manage inquiries, and forward information to the appropriate team members.
• Manage Incoming Mail and Deliveries: Receive and distribute mail, packages, and deliveries to the relevant departments and individuals.
• Coordinate Appointments and Meetings: Schedule and organize meetings for staff, clients, and contractors, including coordinating meeting rooms, travel arrangements, and necessary documentation.
• Maintain Front Desk Area: Ensure the reception area is clean, organized, and presentable at all times.
• Assist with Office Supplies: Monitor and replenish office supplies and materials to ensure efficient office operations.

Skills

Qualifications:

• Proven experience in document control, preferably in the construction industry.
• Basic knowledge of construction project documentation, including contracts, technical drawings, permits, and related paperwork.
• Proficient in document management systems (DMS) and Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Familiarity with project management software (e.g., Procore, SAP, Aconex) is a plus.
• Strong organizational and time-management skills with a keen eye for detail.
• Excellent communication skills, both verbal and written.
• Ability to handle multiple tasks, prioritize effectively, and maintain accuracy under pressure.
• Additional qualifications in office administration, construction management, or related fields are a plus.

Personal Attributes:

• Strong problem-solving skills and initiative.
• Ability to work independently and as part of a team.
• High level of professionalism, especially when dealing with clients, contractors, and vendors.
• Flexibility to adapt to changing priorities and project demands.