Document Controller

ARC:MC Philippines Inc; Makati; On-site; PHP 391,000 - 670,000; Full time

Job summary

ARC:MC Philippines Inc. is seeking a highly experienced Document Controller to join our architectural practice.

You will manage project documentation across architectural projects, ensuring accuracy, traceability, and timely distribution in line with project protocols. You will work with architects, BIM teams, PMs, consultants, clients, and contractors to register, review, distribute, and archive drawings, BIM models, specifications, and submissions throughout the project lifecycle.

Qualifications

• Attention to detail and a methodical approach to document checking
• Strong organizational skills for high volumes across deadlines
• Understanding of architectural stages, drawings, specs, and consultant coordination
• Clear professional communication with internal teams, clients, consultants, and contractors
• Chasing actions, monitoring workflow progress, and escalating issues constructively
• Knowledge of document control procedures, version control, transmittals, and formal correspondence
• Ability to work independently while supporting wider project teams in a collaborative design environment
• Experience as a Document Controller in architectural/engineering/construction environments
• Hands-on experience with Aconex is essential
• ACC experience is highly desirable
• Proficient in MS Excel, Word, Outlook and SharePoint
• Familiarity with ISO 19650 or CDE processes is advantageous

Responsibilities

• Set up and maintain document control systems per standards and project procedures
• Register, code, classify, and distribute project documentation including drawings and specs
• Maintain document registers, transmittal logs, revision histories, and workflow trackers
• Manage document numbering, naming conventions, metadata, revision status, and issue purposes
• Manage review and approval workflows and routing to reviewers
• Issue and receive transmittals with a clear audit trail
• Support timely submission of drawings, design deliverables, tender, construction, and handover documentation
• Ensure latest approved information is accessible and superseded information archived
• Coordinate with clients, consultants, contractors, subcontractors, and internal design teams
• Carry out quality checks before document issue (naming, revisions, metadata)

Education

Administration/Construction/Architecture degree

Tools

Aconex

ACC (Autodesk Construction Cloud)

SharePoint

Microsoft Excel

Microsoft Word

Outlook

Job description

We are seeking one highly experienced and detail-oriented Document Controller to join our architectural practice.

As a Document Controller you will be responsible for managing, controlling, and maintaining project documentation across architectural projects, ensuring that information is accurate, traceable, current, and issued in accordance with project protocols. You will work closely with architects, BIM teams, project managers, consultants, client, and contractors to ensure that drawings, BIM models, specifications, schedules, reports, correspondence, and submissions are properly registered, reviewed, distributed, controlled, archived, and easily retrievable throughout the project lifecycle.

Key responsibilities

• Set up, manage, and maintain project document control systems in accordance with practice standards, client requirements, and project-specific document control procedures.
• Register, upload, code, classify, and distribute incoming and outgoing project documentation, including architectural drawings, BIM models, specifications, schedules, reports, RFIs, technical submissions, meeting minutes, and formal correspondence.
• Maintain accurate document registers, transmittal logs, revision histories, approval records, and workflow trackers across Aconex, ACC, SharePoint, and other agreed platforms.
• Manage document numbering, naming conventions, metadata, revision status, suitability codes, and issue purposes to ensure compliance with project information standards.
• Manage review and approval workflows, ensuring documents are routed to the correct internal and external reviewers.
• Issue and receive transmittals while maintaining a clear audit trail for formal project information exchanges.
• Support architectural teams with the timely submission of drawing packages, design deliverables, planning information, tender information, construction information, and handover documentation.
• Ensure the latest approved information is accessible to relevant project team members, and that superseded information is clearly controlled and archived.
• Coordinate with clients, consultants, contractors, subcontractors, and internal design teams to maintain clear communication and consistent information flow.
• Carry out quality checks before document issue, including review of file naming, revision references, title block information, metadata, suitability codes, and completeness of submission packages.

Qualifications & Skills

• Excellent attention to detail and a methodical approach to document checking, naming, filing, and issuing.
• Strong organizational skills with the ability to manage high volumes of project information across multiple deadlines.
• Good understanding of architectural project stages, design deliverables, drawing packages, specifications, and consultant coordination.
• Ability to communicate clearly and professionally with internal teams, clients, consultants, and contractors.
• Confident in chasing actions, monitoring workflow progress, and escalating issues in a constructive manner.
• Strong working knowledge of document control procedures, version control, revision management, transmittals, and formal correspondence.
• Ability to work independently while supporting wider project teams in a collaborative design environment.
• Previous experience as a Document Controller within an architectural practice, design consultancy, engineering consultancy, or construction environment.
• Hands-on experience with Aconex is essential.
• Experience with Autodesk Construction Cloud (ACC) is highly desirable.
• Experience with Autodesk Construction Cloud (ACC) is highly desirable.
• Good working knowledge of Microsoft Excel, Word, Outlook, and SharePoint.
• Understanding of architectural drawings, BIM models, specifications, schedules, RFIs, technical queries, and formal project submissions.
• Familiarity with ISO 19650, BIM information management, or Common Data Environment processes would be advantageous.
• Relevant qualification in administration, construction, architecture, engineering, information management, or a related field is desirable but not essential where equivalent experience can be demonstrated.

Systems and Platform Experience

• Aconex: document registration, transmittals, workflows and approvals, mail and correspondence, metadata, reporting, revision control, and reporting audit trails.
• Autodesk Construction Cloud (ACC): document management, drawing and model publishing, permissions, review workflows, issue tracking, and project information coordination.
• SharePoint: structured filing, controlled access, team collaboration, and document retrieval.
• Microsoft Office: Excel registers, Word documents, Outlook correspondence, and project reporting. Common Data Environments: practical understanding of controlled information exchange, permissions, version history, approvals, and project records.