Document Controller-Infrastructure

Job Summary:

The Document Controller is responsible for managing and overseeing all project documentation for infrastructure projects ensuring that accurate information is distributed throughout the team and stored securely. This role involves organizing and maintaining project files monitoring documentation processes and assisting with the efficient flow of documents between project teams clients contractors and other stakeholders. The Document Controller will play a key role in ensuring that all project records meet compliance requirements and support project goals.

Key Responsibilities:

1. Document Management:
   1. Establish and maintain document control systems including tracking and filing systems for project documents drawings and records.
   2. Ensure all documentation is accurate up-to-date and meets project standards and compliance requirements.
   3. Assign document numbers update project databases and ensure document versions are properly tracked and maintained.
   4. Control the distribution of documents to project stakeholders ensuring the right information reaches the right people.
2. Data Collection & Organization:
   1. Collect and organize project documents including contracts drawings specifications reports and correspondence.
   2. Ensure all project documentation is organized easily accessible and stored in a secure and controlled environment.
   3. Maintain hard and electronic copies of project documents and arrange for document scanning printing and distribution as needed.
3. Coordination & Communication:
   1. Act as a liaison between the project team and external parties such as contractors clients and regulatory agencies to facilitate document flow.
   2. Communicate document requirements and protocols to project team members and provide guidance on document management procedures.
   3. Coordinate with the project manager and quality team to track and ensure timely submission and review of project documentation.
4. Compliance & Quality Assurance:
   1. Verify that all project documentation complies with company client and regulatory requirements.
   2. Conduct regular audits of project files to ensure accuracy completeness and compliance.
   3. Monitor document control procedures and update them as needed to maintain best practices and ensure continuous improvement.
5. Reporting & Tracking:
   1. Prepare regular reports on the status of document submissions reviews and approvals.
   2. Track document review and approval processes ensuring that all documents are reviewed signed and returned within specified timelines.
   3. Maintain a document register tracking project documents from submission to approval and ensuring records are properly closed out at the end of the project.

Qualifications:

• Education: High school diploma or equivalent; an associate or bachelor’s degree in business administration information management or a related field is preferred.
• Experience: Minimum of 5 years of experience in document control for infrastructure or construction projects.
• Certifications: Certification in Document Management or Construction Document Control (e.g. from AACE International or a similar organization) is a plus.
• Technical Skills: Proficiency in document management software (e.g. Aconex Procore SharePoint) as well as MS Office Suite (Word Excel PowerPoint).
• Knowledge: Understanding of infrastructure project documentation processes industry standards and best practices in document control.
• Soft Skills: Strong organizational communication and multitasking skills; attention to detail; ability to work independently and manage competing priorities.