Document Controller - Pre Construction

Job purpose

To manage, maintain, and control all project documentation to ensure information is accurate, up to date, and distributed promptly to internal and external stakeholders. This role supports the wider project team by ensuring efficient document workflows, accurate record keeping, and compliance with company and project requirements.

Duties & Responsibilities: 

• Supporting the project team with general administrative tasks


• Use PROCORE for everyday operations, maintenance and quality control. Ensure all technical documents, such as reports, drawings, are collected and registered in the system 


• Co-ordination and control of the RFI process. Request for Information (RFI) relating to the project to be issued immediately and reported weekly


• Upload and manage submittals following set procedures – reported weekly


• To ensure that the latest revisions are administered and distributed promptly


• Ensure all correspondence is correctly referenced using the project filing conventions


• Retrieve files as requested by employees and clients and store following set procedures

• Additional Duties
  Collect, scan and upload documents following set procedures 


• Review and update technical documents (e.g. manuals and workflows)


• Distribute project-related copies to internal teams


• Manage the flow of documentation within the organization


• Maintain confidentiality around sensitive information and terms of agreement


• Notify personnel of updated document versions and how to access them 


• Print and distribute documents as necessary 


• Compile as built drawings for inclusion within the H&S file at project completion


• Management and control of drawing and specification issues between design team members and the client as well as sub-contractor drawings


• Manage the process of handover information - O&M manuals, H&S files etc


• Archiving of electronic and paper documentation


• Any other administrative tasks and support to the project team as necessary