Document Controller

Duties & Responsibilities

Supports multidisciplinary projects across engineering, construction, quality project primarily in the pharmaceutical and related industries ensuring compliance with company procedures, client requirements, and regulatory standards.

• Establish, implement, and maintain document control procedures and workflows.
• Control the receipt, registration, distribution, tracking, filing, retrieval, and archiving of technical and commercial documentation.
• Maintain accurate document registers, revision histories, transmittals, and distribution matrices.
• Ensure all controlled documents and drawings are updated to the latest approved revision.
• Monitor document status and ensure timely issuance of documents to internal and external stakeholders.
• Maintain both electronic and hardcopy filing systems in accordance with company procedures.
• Administer and maintain Electronic Document Management Systems (EDMS) such as Aconex, ProjectWeb, SAP and other project platforms.
• Support implementation and continuous improvement of document control systems.
• Generate reports, document status summaries, and management updates from EDMS platforms.
• Ensure proper access control, indexing, metadata management, and document traceability.
• Manage engineering drawings, vendor manuals, specifications, calculations, reports, procedures, certifications, and as-built documentation.
• Coordinate review cycles and approvals between engineering teams, clients, contractors, and vendors.
• Verify completeness and accuracy of technical documentation prior to release.
• Maintain final project documentation and turnover dossiers for project completion and handover.
• Liaise with project managers, engineers, consultants, subcontractors, vendors, and offshore personnel on document-related matters.
• Coordinate document submission schedules and deliverable tracking.
• Assist with audit preparation and compliance reviews.
• Prepare transmittals, correspondence, reports, meeting documentation, and project records.
• Coordinate scanning, reproduction, and digital conversion of project documentation.
• Support procurement and tracking of office and project documentation supplies where required.
• Provide training and guidance to junior document controllers and project personnel on document control procedures.

Qualification

• Diploma, Certificate, or equivalent qualification in Business Administration, Information Management, Engineering Support, or related discipline preferred.
• Minimum 10 years of experience in document control within engineering, construction, pharmaceutical or industrial projects.
• Experience managing large volumes of technical documentation in multidisciplinary project environments.

Skills

• Strong organizational and coordination skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities under tight deadlines.
• Effective communication and stakeholder coordination skills.
• Ability to work independently with minimal supervision.
• Strong problem-solving and continuous improvement mindset.
• Professional and confidential in handling sensitive documentation
• Proactive and highly dependable
• Team-oriented with strong interpersonal skills
• Adaptable to fast-paced project environments
• Committed to maintaining document integrity and quality standards
• Proficient in Microsoft Office applications.
• Experience with EDMS platforms