db Group

Document Controller

  • Basis:  Full-Time
  • Closing Date:  15 Oct, 2023
  • Job Ref:  KMP-85291

Job Description

Be part of our latest expansion and upcoming project in St. George’s Bay, Malta. An exceptionally designed and built destination that includes a 5* Hard Rock Hotel, luxury homes, renowned restaurants and an upscale shopping mall that’s set to add tremendous value to the local area.

The Document Controller will play a crucial role in ensuring efficient document management and control throughout the project lifecycle. The Document Controller will be responsible for managing the project’s documents and records, ensuring accuracy, accessibility, and compliance with project and industry standards. This role requires a meticulous attention to detail, excellent organizational skills, and a strong understanding of document control processes.

The Document Controller will be responsible for, but not limited to, the following tasks.

Document Management:
Establish and maintain an organized document control system, both electronic and hard copy, for all project-related documents including drawings, specifications, contracts, correspondence, and other relevant documents.
Receive, review, log, and distribute incoming documents in a timely manner, ensuring accuracy and completeness.
Maintain version control and track revisions for all documents.
Ensure proper naming conventions and metadata for easy retrieval and tracking of documents.

Document Distribution:
Coordinate and facilitate the distribution of documents to relevant project stakeholders, ensuring that the correct versions are delivered to the appropriate recipients.
Monitor and track document transmittals to ensure timely receipt and acknowledgment.

Filing and Archiving:
Maintain an up-to-date and organized filing system for both electronic and physical documents.
Safely archive and store documents at project completion in accordance with company policies.

Quality Control:
Review documents for accuracy, consistency, and adherence to project standards before distribution.
Collaborate with project teams to resolve any discrepancies or issues related to documents.

Maintain open and effective communication with project teams, subcontractors, and other stakeholders regarding document control matters.
Respond promptly to document-related inquiries and provide support as needed.

Ensure that all document control processes and procedures are in line with project requirements and industry standards.
Assist in internal and external audits related to document management.

Generate regular and ad-hoc reports on document status, distribution, and any outstanding issues.
Provide project management with insights on document control efficiency and potential areas for improvement.

Reporting Structure:
The Document Controller will report directly to the Project Director and collaborate closely with project teams, subcontractors, and relevant stakeholders.

Qualifications and Requirements:
A degree or relevant certification in document management, construction management, or a related field is preferred.
Proven experience in document control within the construction or engineering industry.
Proficiency in document control software and tools.
Strong knowledge of construction documentation, including drawings, specifications, and contracts.
Excellent organizational skills and attention to detail.
Effective communication skills and ability to work collaboratively with cross-functional teams.
Familiarity with relevant industry standards and regulations.