Document Controller

Key Accountabilities:

• Document Management and Control - Ensure accurate registration, classification, and control of all incoming and outgoing project documents.
• Use of Electronic Document Management Systems (EDMS) - Effectively utilize SMEC’s Business Management Systems (e.g., Aconex, SharePoint) to manage and track project documents.
• Document Distribution and Tracking - Manage the timely and secure distribution of documents to internal and external stakeholders.
• Quality and Standards Compliance - Ensure all documents comply with established company, project, and client standards.
• Reporting and Logs Maintenance - Maintain detailed document logs and provide reports on document status and approvals.
• Confidentiality and Security Management - Control access rights and monitor document retrieval activities. Maintain secure backups and ensure confidentiality of classified files.
• Audit and Compliance Support - Support internal and external audits by preparing required document sets and responding to auditor requests.
• Process Improvement and Workflow Support - Contribute to the development and continuous improvement of document control procedures and workflows.

Qualifications:

• Bachelor’s degree in Business Administration, Information Management, or a related field is preferred.
• A technical diploma or certificate in document control, records management, or quality management is acceptable with relevant experience.
• Additional training in ISO 9001 Quality Management Systems is an advantage.
• Proficient in the use of Electronic Document Management Systems (EDMS) such as: Aconex, SharePoint, Newforma, Procore, or equivalent platforms.
• Working knowledge of file handling tools including Adobe Acrobat Pro, Bluebeam Revu, or similar for PDF review and markup.
• Basic familiarity with AutoCAD, Revit, or viewers for design documents is advantageous.
• Skilled in Microsoft Office applications (especially Excel, Word, Outlook) for tracking and reporting.
• Minimum of 5 years of cumulative experience in document control or records management, with at least 2-3 years in a senior or lead role.
• Experience working in engineering, architectural design, or construction consulting environments.
• Proven ability to manage large volumes of project documentation, including: Technical reports, drawings, specifications, contracts, contract variations, submittals, and transmittals.
• Experience supporting multi-disciplinary teams across various project phases: design development, tender, construction, and project close-out.
• Familiarity with regulatory submission processes for public or private sector infrastructure projects.
• Strong understanding of document control systems and standards, including ISO-aligned practices.
• Excellent attention to detail for reviewing and organizing technical documentation.
• Good working knowledge of quality assurance practices, document versioning, and compliance monitoring.
• Strong organizational and archiving skills, including familiarity with document retention policies.
• Effective communication and coordination skills for dealing with internal teams and external stakeholders.
• Capable of producing accurate reports, maintaining document trackers, and monitoring workflows for compliance and efficiency.