Document Controller

MC Geometric Proportions, Inc; Cauayan; Sur place; PHP 240 000 - 420 000; Plein temps

Résumé du poste

MC Geometric Proportions, Inc in the Philippines seeks a Document Controller to manage and control project documents, drawings, and quality records. The role ensures ISO 9001:2015 alignment and maintains comprehensive document registers, supporting project teams across engineering and QA/QC functions.

Responsibilities include handling RFIs, transmittals, and handover packages while ensuring revision control, traceability, and timely distribution to clients and subcontractors in a fast-paced

Qualifications

• Bachelor's degree or diploma in Engineering, Construction Management, Information Management, Business Administration, or a related field.
• 2-5 years of experience in document control within the construction or engineering industry.
• Knowledge of ISO 9001:2015 Quality Management System requirements.
• Proficiency in Microsoft Excel, Word, Outlook, and PDF document management tools.
• Experience with electronic document management systems (EDMS) such as Aconex, Procore, or SharePoint.
• Strong organizational, communication, and recordkeeping skills.
• Ability to manage multiple documents and meet deadlines.

Responsabilités

• Receive, register, classify, and distribute all incoming and outgoing project documents.
• Maintain and update the Master Document Register, Drawing Register, Submittal Register, and Correspondence Register.
• Control the receipt, issuance, revision, and distribution of engineering drawings, technical specifications, method statements, material submittals, and other project documents.
• Monitor document submission, review, approval, and resubmission status.
• Prepare and issue document transmittals for clients, consultants, subcontractors, suppliers, and internal departments.
• Ensure all drawings and documents have the correct document number, revision number, date, and approval status.
• Maintain current approved drawings and documents at the construction site and ensure obsolete revisions are withdrawn from points of use.
• Track RFIs, TQs, and other technical correspondence, where applicable.
• Maintain organized electronic and hard-copy project files for easy retrieval and traceability.

Connaissances

Document control

Quality management

Attention to detail

Communication skills

MS Office

Formation

Bachelor's degree or diploma

Outils

Aconex

Procore

Autodesk Construction Cloud

SharePoint

Description du poste

Industry: Construction and Engineering

1. JOB SUMMARY

The Document Controller is responsible for managing, monitoring, and controlling all project-related documents and records to ensure proper identification, revision control, review, approval, distribution, storage, and retrieval. The position ensures compliance with project specifications, company procedures, client requirements, and applicable ISO standards, particularly ISO 9001:2015.

The Document Controller coordinates with project managers, engineers, consultants, clients, subcontractors, suppliers, and QA/QC personnel to ensure timely submission and approval of technical documents and accurate maintenance of project records throughout the project lifecycle.

2. DUTIES AND RESPONSIBILITIES

A. Project Document Control

• Receive, register, classify, and distribute all incoming and outgoing project documents.
• Maintain and update the Master Document Register, Drawing Register, Submittal Register, and Correspondence Register.
• Control the receipt, issuance, revision, and distribution of engineering drawings, technical specifications, method statements, material submittals, and other project documents.
• Monitor document submission, review, approval, and resubmission status.
• Prepare and issue document transmittals for clients, consultants, subcontractors, suppliers, and internal departments.
• Ensure all drawings and documents have the correct document number, revision number, date, and approval status.
• Maintain current approved drawings and documents at the construction site and ensure obsolete revisions are withdrawn from points of use.
• Track Requests for Information (RFIs), Technical Queries (TQs), and other technical correspondence, where applicable.
• Maintain organized electronic and hard-copy project files for easy retrieval and traceability.

B. Engineering and Construction Documentation

• Control architectural, structural, civil, mechanical, electrical, and plumbing (MEP) drawings.
• Monitor shop drawings, design drawings, construction drawings, and approved-for-construction (AFC) or equivalent issued drawings.
• Maintain records of material approval requests, technical submittals, inspection requests, and testing documentation.
• Track method statements, Inspection and Test Plans (ITPs), risk assessments, and work procedures.
• Coordinate the collection and filing of site inspection reports, testing and commissioning records, and quality inspection documentation.
• Maintain records of site instructions, variation orders, change orders, and other approved changes.
• Assist in compiling as-built drawings, operation and maintenance (O&M) manuals, warranties, and handover documentation.
• Coordinate with engineers and site personnel to ensure that the latest approved information is available before construction activities proceed.

C. ISO Documentation and Quality Management System

• Implement established document control procedures in accordance with the company's Quality Management System (QMS).
• Maintain and control ISO-related documented information in accordance with ISO 9001:2015 requirements.
• Ensure project documents are reviewed and approved by authorized personnel before issuance.
• Maintain controlled copies of the Quality Manual, Quality Procedures, Work Instructions, Quality Plans, forms, and checklists.
• Ensure proper identification, revision control, access, distribution, storage, protection, retention, and disposition of documented information.
• Assist the QA/QC Manager in maintaining compliance with client requirements, project quality plans, and applicable ISO standards.
• Support the implementation of ISO 14001:2015 and ISO 45001:2018 documentation requirements when these management systems are applicable to the project.
• Ensure obsolete documents are identified and prevented from unintended use.

D. Audit and Quality Assurance Support

• Prepare and provide project documents and records for internal audits, external audits, client audits, and ISO certification audits.
• Coordinate with QA/QC personnel to compile inspection records, material certificates, test reports, nonconformity reports, and corrective action records.
• Maintain records of Nonconformance Reports (NCRs), Corrective Action Requests (CARs), and audit findings.
• Monitor the status of audit documentation and follow up on outstanding records.
• Assist in preparing documentation required for project quality reviews and management reviews.
• Ensure all audit evidence is properly indexed, complete, traceable, and readily available.

E. Coordination and Reporting

• Coordinate with project managers, engineers, consultants, clients, subcontractors, and suppliers on document submissions and approvals.
• Follow up on overdue documents, pending approvals, and outstanding technical submissions.
• Prepare daily, weekly, or monthly document status reports as required.
• Monitor document turnaround times and escalates delays that may affect construction progress.
• Ensure compliance with the project's Document Control Procedure and client-specific document requirements.
• Maintain confidentiality and protect project information from unauthorized access or distribution.

F. Project Closeout and Handover

• Compile and maintain approved as-built drawings and final engineering documents.
• Coordinate the collection of O&M manuals, equipment data sheets, test certificates, warranties, and commissioning records.
• Verify that handover documents are complete, properly indexed, and submitted according to client requirements.
• Archive project documents and records in accordance with contractual requirements and company retention procedures.
• Support the preparation of the final project documentation package for client acceptance and project closeout.

3. QUALIFICATIONS AND EXPERIENCE

• Bachelor's degree or diploma in Engineering, Construction Management, Information Management, Business Administration, or a related field; relevant experience may be considered.
• At least 2-5 years of experience in document control within the construction or engineering industry, depending on project complexity.
• Practical experience in construction drawings, technical submittals, document registers, transmittals, RFIs, and project correspondence.
• Working knowledge of ISO 9001:2015 Quality Management System requirements and documented information control.
• Experience supporting internal audits, external audits, client audits, or ISO certification activities.
• Knowledge of construction quality records, inspection documentation, testing reports, and project handover requirements.
• Proficiency in Microsoft Excel, Word, Outlook, and PDF document management tools.
• Familiarity with electronic document management systems or project platforms such as Aconex, Procore, Autodesk Construction Cloud, or SharePoint is an advantage.
• Strong organizational, communication, coordination, and recordkeeping skills.
• Ability to manage multiple documents, meet deadlines, and maintain accuracy under pressure.

4. PREFERRED CERTIFICATIONS AND TECHNICAL KNOWLEDGE

• ISO 9001:2015 Awareness Training or Internal Auditor Training.
• Familiarity with ISO 14001:2015 Environmental Management Systems.
• Familiarity with ISO 45001:2018 Occupational Health and Safety Management Systems.
• Knowledge of construction QA/QC procedures, Inspection and Test Plans, and project quality documentation.
• Experience with drawing revision control, document workflows, and electronic document management systems.
• Familiarity with client-specific document numbering systems and project filing standards.
• Accuracy and completeness of the project document register.
• Timeliness of document processing, submission, and distribution.
• Compliance with drawing revision and approval requirements.
• Timely follow-up of RFIs, technical submittals, and pending approvals.
• Availability of current approved drawings at the construction site.
• Readiness and completeness of documentation for ISO and client audits.
• Timely compilation of as-built drawings and project handover documents.
• Compliance with company document control procedures and contractual requirements.

6. AUTHORITY AND RESPONSIBILITY

The Document Controller is responsible for maintaining document control records, monitoring document status, distributing approved information, and reporting documentation issues to the appropriate project or quality manager.

The Document Controller does not independently approve engineering drawings, technical submissions, or quality documents unless formally authorized under the company's procedures.