Document Controller

Job Description

Purpose of this position

- Ensure the availability, completeness, timeliness, and security of Company internal documents, new installation project documents.

- Compliance, internal procedures

Duties and Responsibilities

Operations & Maintenance (O&M) and Construction Project:

- Perform quality checks on incoming documents to ensure accuracy, completeness, and compliance with established standards and guidelines.

- Oversee the day-to-day management of electronic documents, including the creation, naming, distribution, tracking, and archiving project documents.

- Maintain an accurate and up-to-date version control system for all engineering drawings, ensuring that the latest revisions are accessible to stakeholders while superseded versions are securely archived.

- Prepare outgoing packages with document handovers to be tracked and monitored.

- Maintain and continually review our electronic document management system (EDMS) and document registry to ensure accuracy.

- Track revisions and changes to controlled documents, track review comments, and manage the document approval process while adhering to change management protocols.

- Notify staff of updated document versions and how to access them.

- Work closely with project teams, engineers, contractors, and other stakeholders to streamline document workflows and resolve document-related issues in a timely manner.

- Develop Master Document Templates for common document types including revision history, standard wording, and approved corporate branding.

- Provide guidance and training on how to implement document management processes and procedures.

- Provide regular reporting on document status, progress updates, document review cycles, and distribution logs to management teams and other stakeholders.

- Review document control processes for continuous improvement and make necessary adjustments to align with current business needs and industry best practices.

- Digitize hard copy documents and store them in appropriate electronic systems for easy access by appropriate teams, regardless of location.

Perform other tasks assigned by superiors in accordance with capacity.

Job Requirement

Qualification

Minimum Education

Bachelor’s degree in business administration or related field.

Professional Experience

· Document Management

· Filing Systems

· Data Entry

· Project Management

· Records Management

· Archiving Systems

· Document Retrieval

· Data Analysis

· Database Administration

· Document Security

Preferred Knowledge

· English: reading comprehension, basic communication

· Experience in document management/ISO is preferred

· Knowledge of ISO – HACCP is preferred

· Knowledge of 7 quality management tools/5S

Required Skill

· Excellent communication and coordination skills.

· Knowledge and skills in using office computer applications or software and software related to document management.

· Good command of English both spoken and written (preferred).