Construction Document Controller

Remote Raven; Philippines; On-site; PHP 345,000 - 691,000; Full time

Job summary

Remote Raven is seeking a Document Controller to own the project documentation lifecycle for a US-based masonry contracting client. You will manage the document-control system, revisions, RFIs and submittals, and build the closeout package with meticulous organization and compliance across multiple offices and teams.

The role emphasizes log-keeping, accurate document registers, and coordination with project managers, engineers and subcontractors.

Qualifications

• Two to five years in document control or construction administration.
• Hands-on experience with drawings, RFIs, submittals and project correspondence.
• Maintained a document register or drawing log with revisions and status.
• Understanding of document-control principles and revision systems.
• Experience issuing documents by transmittal and tracking recipients and dates.
• Proficient with Excel lookups, matching, and pivots.
• Experience with PDF tools for drawing sets.
• Clear written and spoken English.
• Able to work full-time aligned to US Eastern hours.

Responsibilities

• Establish and maintain an organized document-control system for construction projects.
• Receive, register, review, distribute and archive project documents.
• Maintain accurate document registers, logs and tracking systems.
• Ensure documents are correctly named, numbered, dated and assigned the appropriate revision and status.
• Maintain electronic project files and hard-copy files as required.
• Ensure obsolete documents are identified and removed from active use.
• Control the distribution and revision of drawings, specs and schedules.
• Track shop drawings, submittals, samples and other submissions.
• Coordinate with engineering and project teams for latest approved information.
• Log and track RFIs, submittals, transmittals and approvals.
• Prepare and issue transmittals and distribution records.
• Maintain project correspondence and meeting minutes records.
• Assist with project handover and closeout documentation.
• Verify closeout documents are received and filed.
• Support audits with accurate traceable documentation.

Skills

Document control

English proficiency

Attention to detail

Remote work readiness

US Eastern hours alignment

Education

Associate or Bachelor’s in construction management, business, engineering

Tools

Procore

Autodesk Construction Cloud

Aconex

Bluebeam

Excel

Word

Outlook

Teams

OneDrive

Hubstaff

Job description

Document Controller — when the wrong revision reaches site, the wall gets built wrong.

Our client is a masonry contracting firm in the US Eastern time zone, sixty-five years old, working across the US Southeast, Texas and the Mid-Atlantic from ten regional offices. They carry the full masonry scope on commercial projects rather than one slice of it, which means the drawings, submittals and approvals that pass across this desk cover a great deal of ground.

That scope is wider than most people picture when they hear masonry. Concrete block, brick, cast stone, terracotta, natural and thin stone veneer, rain screen systems. Then the envelope work behind the face of the wall: through-wall flashing, air barriers, insulation, fenestration flashing, sealants. Then repair and restoration on existing buildings, including historic preservation, where the documentation requirements are heavier still. Every one of those systems arrives with its own drawings, its own submittals, its own product data and its own approvals, and every one of them has to be current, findable and traceable.

This is the role that keeps that true. You will own the register, control revisions and statuses, log and chase RFIs and submittals, issue documents by transmittal and keep the record of who received what and when, and build the closeout set from the first month rather than the last. The work is unglamorous and it is load-bearing. Masonry is not a trade that can be quietly undone: if a superseded detail reaches the crew, the block goes up wrong and coming back from that costs real money.

You will work with project managers, engineers, superintendents, subcontractors, consultants and architects, and because preconstruction hands over estimates, procurement and a scope-specific schedule before anything is laid, documents land on this desk well ahead of the work. This is a remote seat on a US Eastern schedule, so a good deal of the shift runs while the project team is asleep. That takes someone who can keep going without being unblocked, and who leaves their work visible behind them.

Key Responsibilities

Document Management

• Establish and maintain an organized document-control system for construction projects.
• Receive, register, review, distribute and archive project documents.
• Maintain accurate document registers, logs and tracking systems.
• Ensure documents are correctly named, numbered, dated and assigned the appropriate revision and status.
• Maintain electronic project files, and hard-copy files where a project requires them.
• Ensure obsolete or superseded documents are identified and removed from active use.

Drawings and Technical Documents

• Control the distribution and revision of construction drawings, specifications, schedules and technical documents.
• Maintain current drawing registers and revision histories.
• Distribute approved and revised drawings to project teams, subcontractors and other stakeholders.
• Track the status of shop drawings, material submittals, samples and other technical submissions.
• Coordinate with engineering and project teams so the latest approved information is available on site.

RFIs, Submittals and Correspondence

• Log and track Requests for Information, submittals, transmittals, approvals and technical queries.
• Monitor document workflows and follow up on outstanding items.
• Prepare and issue transmittals and document distribution records.
• Maintain records of project correspondence, meeting minutes, notices and formal communications.
• Ensure responses and approvals are properly recorded and linked to the relevant project documentation.

Project Closeout

• Maintain complete and accurate project records throughout construction.
• Assist with the preparation of project handover and closeout documentation.
• Compile and organize as-built drawings, operation and maintenance manuals, warranties, certificates, inspection records and other turnover documents.
• Verify that required closeout documentation has been received and properly filed.
• Support the project team in meeting contractual document-submission requirements.

Quality and Compliance

• Ensure document-control activities comply with company policies, project procedures, contractual requirements and applicable quality standards.
• Maintain the confidentiality and security of sensitive project information.
• Conduct periodic checks to identify missing, duplicate, incorrectly filed or outdated documents.
• Support project audits by providing accurate and traceable documentation.

Required Qualifications

• Two to five years in document control, project administration, or construction administration in a construction or project environment.
• Hands-on experience with construction drawings, specifications, RFIs, submittals, and project correspondence.
• You have personally maintained a document register or drawing log—controlling numbers, revisions, and statuses yourself, not only retrieving documents from a register somebody else kept.
• A working grasp of document-control principles and of document numbering and revision systems.
• Experience issuing documents by transmittal and keeping the record of who received what, at what revision, and on what date.
• Microsoft Office to a real working standard, particularly Excel — comfortable matching one list against another with a lookup, a match or a pivot, not only typing into a sheet.
• Comfortable working in PDF tools for combining, bookmarking, stamping and marking up drawing sets.
• Clear written and spoken English. You will be writing to project managers, superintendents and subcontractors, and what you send goes out as written.
• Able to work a full-time schedule aligned to US Eastern hours, with a reliable computer, a stable internet connection and a quiet place to work.

Preferred Qualifications

• An associate’s or bachelor’s degree in construction management, business administration, engineering or a related field.
• Experience on a construction document-management platform such as Procore, Autodesk Construction Cloud, Aconex, Bluebeam or a similar system. The client will train you on theirs.
• Experience supporting a project through closeout — as-builts, O&M manuals, warranties, certificates and turnover documentation.
• Exposure to masonry, envelope, facade or structural packages specifically.
• Experience on projects where the document-control procedure was a contractual requirement rather than an internal habit.
• Prior experience supporting a US or other Western project team remotely.

Tools & Software

• A construction document-management platform (examples above; the client will train you on theirs).
• Bluebeam Revu or Adobe Acrobat for drawing sets, stamping, bookmarking and mark-ups.
• Microsoft Excel, Word and Outlook.
• Microsoft Teams and OneDrive.
• Hubstaff for time tracking.

What Makes You a Great Fit

• You treat a register as the single answer to who has what, at what revision, on what date — not as a list of files.
• You chase. An item that has been sitting for three weeks comes to your attention because you looked, not because somebody complained.
• You understand the difference between taking a superseded document out of active use and deleting it, and you would never do the second one.
• You check the figures on a document before you send it out, including the ones somebody else typed at the top.
• You say so quickly when you have sent the wrong thing. On a shift that runs while the project team sleeps, that habit is worth more than speed.
• You will fit a firm that names its reputation and its people as its two most important assets and puts honesty and integrity first among its principles. This seat holds the record that reputation is argued from.
• You are comfortable working while the people you support are asleep, and you know how to leave your day visible behind you.

What We Offer

• Up to $8/hour
• Full-time role

We hire for the long haul, so a steady track record of staying and growing always moves you up our list.