Job description
Document Controller – Roles & Responsibilities
- Manage Electronic and Hardcopy Documents
- Take full ownership of document management activities throughout the project lifecycle until project handover, close-out, cancellation, or suspension.
- Receive and Acknowledge Documents
- Receive documents from internal and external sources, date-stamp hard copies, and verify electronic submissions through the EDMS/Project Connect system.
- Perform Document Quality Checks
- Review document numbers, revisions, metadata, and compliance requirements to ensure document accuracy and completeness.
- Scan and Upload Documents
- Convert hardcopy documents into electronic format and upload them accurately into the Electronic Document Management System (EDMS).
- Control Document Distribution
- Distribute documents internally and externally through approved collaboration platforms, portals, and submission systems according to distribution matrices.
- Maintain Filing and Record Systems
- Organize, index, classify, and maintain master copies of documents in both physical and electronic filing systems.
- Manage Document Revisions
- Ensure only current document versions are available for use, while superseded versions are properly identified, archived, and removed from active files.
- Prepare and Issue Transmittals
- Create, review, and process document transmittals for both internal and external stakeholders and ensure timely electronic submission.
- Support Project Close-Out and Archiving
- Validate, organize, and prepare project documentation for final handover, archiving, and records retention requirements.
- Ensure Document Control Compliance
- Promote adherence to document control procedures, maintain document integrity within the EDMS, and support governance, accessibility, and retention requirements across business units.