Job Description

Document Controller – Roles & Responsibilities

1. Manage Electronic and Hardcopy Documents

• Take full ownership of document management activities throughout the project lifecycle until project handover, close-out, cancellation, or suspension.

1. Receive and Acknowledge Documents

• Receive documents from internal and external sources, date-stamp hard copies, and verify electronic submissions through the EDMS/Project Connect system.

1. Perform Document Quality Checks

• Review document numbers, revisions, metadata, and compliance requirements to ensure document accuracy and completeness.

1. Scan and Upload Documents

• Convert hardcopy documents into electronic format and upload them accurately into the Electronic Document Management System (EDMS).

1. Control Document Distribution

• Distribute documents internally and externally through approved collaboration platforms, portals, and submission systems according to distribution matrices.

1. Maintain Filing and Record Systems

• Organize, index, classify, and maintain master copies of documents in both physical and electronic filing systems.

1. Manage Document Revisions

• Ensure only current document versions are available for use, while superseded versions are properly identified, archived, and removed from active files.

1. Prepare and Issue Transmittals

• Create, review, and process document transmittals for both internal and external stakeholders and ensure timely electronic submission.

1. Support Project Close-Out and Archiving

• Validate, organize, and prepare project documentation for final handover, archiving, and records retention requirements.

1. Ensure Document Control Compliance

• Promote adherence to document control procedures, maintain document integrity within the EDMS, and support governance, accessibility, and retention requirements across business units.