Document Controller Project Management Office Midrand

Position Title: Document Controller
Department: Project Management Office / Head Office
Reports To: Contracts Manager
Location: Head Office, with support to project sites as required

Purpose of the Role The Document Controller is responsible for managing, organising, controlling, and maintaining all project related documentation for the Head Office Project Management Office. The role ensures that project documents are accurately received, recorded, filed, distributed, tracked, updated, and archived in accordance with company procedures, project requirements, contractual requirements, and quality management standards. The Document Controller plays a key role in supporting the Contracts Manager, project teams, commercial teams, and site teams by ensuring that the correct project information is available, properly controlled, and easily accessible when required. The role is important in protecting the company's contractual position by ensuring that formal correspondence, notices, instructions, drawings, approvals, records, and supporting documentation are properly managed and traceable.

Key Responsibilities

1. Document Control and Administration Receive, register, file, track, and maintain all project documentation.
   
   Ensure that all project documents are correctly named, numbered, dated, version controlled, and filed.
   
   Maintain an accurate document register for each project.
   
   Ensure that documents are stored in the correct folders and are easy to retrieve when required.
   
   Control the flow of documentation between Head Office, project teams, clients, consultants, subcontractors, suppliers, and internal departments.
   
   Ensure that outdated or superseded documents are removed from active use or clearly marked as superseded.
   
   Assist with the implementation and maintenance of document control procedures.
   
   Ensure that project documentation is complete, accurate, and properly filed in accordance with company requirements.
2. Support to the Contracts Manager Provide document control and administrative support to the Contracts Manager.
   
   Assist with maintaining records relating to contracts, project correspondence, formal notices, instructions, approvals, claims, variations, extensions of time, payment certificates, and contractual communications.
   
   Ensure that all contractual documents are properly saved, filed, tracked, and easily accessible.
   
   Assist with preparing contract administration packs, supporting documents, and project records when required.
   
   Maintain proper records of contractual deadlines, required responses, submissions, and outstanding documentation.
   
   Assist with tracking information required for contractual notifications, claims, disputes, audits, and project close out.
   
   Ensure that important documents are escalated to the Contracts Manager timeously.
3. Project Management Office Support Support the Project Management Office with administrative and document related requirements.
   
   Assist Project Managers, Construction Managers, Quantity Surveyors, Commercial, Procurement, Health and Safety, and Quality teams with document retrieval and document submissions.
   
   Maintain project files for active and completed projects.
   
   Assist with preparing project packs, meeting packs, progress reports, submission packs, and handover packs.
   
   Ensure that project documentation is complete, up to date, and aligned with project requirements.
   
   Follow up on outstanding documentation from internal teams, subcontractors, suppliers, consultants, and site teams.
   
   Assist with maintaining a structured and consistent filing system across all projects.
4. Correspondence and Communication Control Register and file project correspondence, including letters, notices, emails, instructions, minutes, reports, and formal communications.
   
   Ensure that important correspondence is distributed to the correct internal team members.
   
   Maintain records of formal instructions, approvals, submissions, responses, and contractual notices.
   
   Assist with tracking correspondence deadlines and required responses.
   
   Ensure that communications are properly saved and traceable for future reference, claims, disputes, audits, and project close out.
   
   Ensure that formal correspondence is filed under the correct project, contract, work package, supplier, subcontractor, client, or consultant file.
5. Drawings, Specifications and Technical Documents Receive, file, issue, and control drawings, specifications, schedules, method statements, quality documents, and other technical information.
   
   Ensure that the latest approved drawings and documents are available to the relevant teams.
   
   Maintain drawing registers and revision records.
   
   Track drawing issues, revisions, approvals, and distribution.
   
   Ensure that superseded drawings and technical documents are clearly controlled to prevent incorrect use.
   
   Assist with compiling as built documentation and close out records.
   
   Ensure that drawings and technical information are filed in a manner that allows easy retrieval by project teams.
6. Quality Management and Compliance Ensure that document control processes comply with company procedures and quality management requirements.
   
   Assist with maintaining documentation required for audits, inspections, project reviews, and quality checks.
   
   Ensure that project records are complete, accurate, and properly filed.
   
   Support the company's quality management system by ensuring that controlled documents are correctly managed.
   
   Assist with non conformance records, corrective action documentation, site instructions, inspection records, and quality packs where required.
   
   Ensure that controlled documents, templates, registers, and project records are used consistently.
7. Procurement and Commercial Document Support Assist with filing and tracking purchase orders, quotations, delivery notes, invoices, subcontractor documents, supplier records, and related commercial documents where required.
   
   Ensure that procurement and commercial documentation is properly linked to the relevant project.
   
   Assist with maintaining records required for claims, payment certificates, variations, cost control, and supplier or subcontractor disputes.
   
   Support the Quantity Surveying and Commercial teams with document retrieval and record keeping.
   
   Ensure that supporting documents are available for payment approvals, reconciliations, and project cost records where required.
8. Meeting and Reporting Support Assist with preparing agendas, attendance registers, minutes, action lists, and meeting packs where required.
   
   File minutes and supporting documents in the correct project folders.
   
   Track action items and follow up on outstanding documents or responses.
   
   Assist with preparing document control reports and outstanding document lists.
   
   Provide regular updates to the Contracts Manager and relevant managers regarding missing documents, late submissions, or filing issues.
   
   Assist with maintaining logs for outstanding correspondence, approvals, drawings, submissions, and project deliverables.
9. Document Archiving and Close Out Assist with compiling project close out documentation and handover packs.
   
   Ensure that completed project files are properly archived.
   
   Maintain electronic and hard copy records where required.
   
   Ensure that archived documents are organised and accessible for future reference.
   
   Assist with retrieving historical project documents when required.
   
   Ensure that all close out records, warranties, certificates, as built information, quality documents, and final correspondence are filed and handed over correctly.

Minimum Requirements

• Relevant administrative, document control, project administration, or office administration experience.
• Previous experience in a construction, engineering, project management, or technical environment.
• Strong computer literacy, including Microsoft Word, Excel, Outlook, and electronic filing systems.
• Experience working with document registers, filing systems, and version control.
• Good understanding of project documentation and administrative procedures.
• Ability to manage high volumes of documents accurately.
• Strong attention to detail.
• Good written and verbal communication skills.
• Ability to work under pressure and meet deadlines.

Preferred Requirements

• Experience working in a Head Office Project Management Office environment.
• Experience in the construction, infrastructure, engineering, security, electrical, or project based industry.
• Knowledge of ISO 9001 quality management systems or similar quality procedures.
• Experience working with cloud based document storage systems such as OneDrive, SharePoint, Google Drive, Dropbox, or similar platforms.
• Experience with project management systems, document control systems, or enterprise resource planning systems.
• Basic understanding of construction drawings, project correspondence, purchase orders, site instructions, variation orders, payment certificates, contractual notices, and close out documentation.
• Experience supporting a Contracts Manager, Commercial Manager, Project Manager, or similar role will be advantageous.

Key Skills and Competencies

• Strong organisational skills.
• Excellent filing and record keeping ability.
• High attention to detail and accuracy.
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