Document Controller – Durban
Administration and Reception ~ PA/Executive Secretary ~ Supply Chain and Logistics
KZN
Reporting to: Project Controls Engineer
Location: [Umhlanga]
Overview
The Document Controller is responsible for the systematic management, tracking, and archiving of all project documentation.
The Document Controller will ensure that all technical and quality-related records flow seamlessly between project teams, contractors, and the Client, maintaining 100% compliance with our Integrated Management System (IMS).
Key Responsibilities
- Workflow Management: Maintain comprehensive registers and electronic filing systems for all quality documents, drawings, and project records.
- Verify that completed records (e.g., closed NRIs, NCRs, RFIs, and Submittals) are technically complete and contain all necessary metadata before formal archiving.
- Version Control: Manage the distribution of quality documents, ensuring that superseded versions are promptly identified, removed, and segregated to prevent unauthorized use.
- Review all submittals against IMS templates and document numbering protocols. Identify and report discrepancies to originators immediately to maintain project timelines.
- Act as the primary point of coordination with the Client’s Document Control team to facilitate the smooth submission and return of project deliverables.
- Assist the Project Controls Engineer in generating document status reports and tracking project "health" via documentation milestones.
Requirements & Qualifications
To be successful in this role within a consultancy environment, candidates should possess:
- Bachelor’s Degree or Diploma in Business Administration, Engineering, or a related field.
- Minimum 2–5 years of dedicated Document Control experience, specifically within the Construction, Oil & Gas, or Infrastructure sectors.
- Proven experience using EDMS (Electronic Document Management Systems) such as Aconex, Procore, BIM 360, or Newforma. Advanced proficiency in MS Office (especially Excel) is mandatory.
- Technical Knowledge:
- Familiarity with ISO 9001:2015 standards and Quality Management Systems.
- Understanding of construction-specific workflows (RFIs, Submittals, Change Orders, and Transmittals).
- Exceptional "eye for detail" to spot errors in complex referencing systems.
- Strong communication skills to manage expectations between consultants and clients.
- Ability to work under pressure and meet strict project deadlines.
