Document Controller

AIRYTRADE AIRCONDITIONING SUPPLIES AND SERVICES; Pampanga; On-site; PHP 360,000 - 480,000; Full time

Job summary

AIRYTRADE AIRCONDITIONING SUPPLIES AND SERVICES is seeking a highly organized Document Controller to support its engineering and construction teams. The role focuses on managing, controlling, and maintaining project documentation throughout the lifecycle, ensuring compliance with company standards and client requirements.

The candidate will work with Aconex and other document management systems, maintaining registers, revision histories, and logs, while coordinating with project teams to ensure

Qualifications

• Bachelor’s degree in business, engineering, information management, or related field.
• 3–5 years of document control experience in construction/engineering projects.
• Hands-on with Aconex and good knowledge of project lifecycle documents.
• Strong proficiency in MS Office and document control procedures.

Responsibilities

• Administer and maintain project documentation using Aconex and other systems.
• Control receipt, registration, distribution, filing, tracking, and archiving of docs.
• Ensure documents are reviewed, approved, and distributed per procedures.
• Maintain document registers, revision histories, transmittals, and logs.
• Coordinate with PMs, engineers, subcontractors, and clients for timely submissions.
• Monitor workflows and approvals to meet schedules and contract requirements.
• Manage RFIs, submittals, shop drawings, method statements, and more.
• Ensure version control and prevent use of obsolete documents.
• Prepare periodical document control reports and status updates.
• Support close-out activities with as-built drawings, manuals, and warranties.

Skills

Aconex

Document Control

Microsoft Office

Communication

Education

Bachelor's degree in related field

Tools

Procore

SharePoint

EDMS

Autodesk Construction Cloud

Job description

Join Our Team!

We are seeking a highly organized and detail-oriented Document Controller to support our growing engineering and construction team. The successful candidate will be responsible for managing, controlling, and maintaining project documentation throughout the project lifecycle, ensuring compliance with company standards and client requirements. Experience with Aconex Document Management System is essential.

Key Responsibilities

• Administer and maintain all project documentation using Aconex and other document management systems.

• Control the receipt, registration, distribution, filing, tracking, and archiving of engineering, construction, technical, commercial, and contractual documents.

• Ensure all project documents are accurately processed, reviewed, approved, and distributed in accordance with established document control procedures.

• Maintain up-to-date document registers, revision histories, transmittals, and correspondence logs.

• Coordinate with project managers, engineers, consultants, subcontractors, and clients to ensure timely submission and retrieval of project documentation.

• Monitor document workflows and approval processes to ensure compliance with project schedules and contractual requirements.

• Manage Requests for Information (RFIs), submittals, shop drawings, method statements, material approvals, inspection requests, and other controlled project documents.

• Ensure proper version control and prevent the use of obsolete documents throughout the project.

• Prepare periodic document control reports and status updates for project management.

• Support project close-out activities by ensuring complete and accurate documentation, including as-built drawings, operation and maintenance manuals, warranties, and turnover documents.

• Maintain confidentiality and security of all project records and sensitive information.

• Assist in developing and improving document control procedures and workflows to enhance efficiency and compliance.

Qualifications

• Bachelor's degree in Business Administration, Engineering, Information Management, or a related field is preferred.

• Minimum of 3-5 years of experience as a Document Controller in the construction, engineering, or infrastructure industry.

• Hands-on experience using Aconex is required.

• Strong knowledge of document control procedures, engineering documentation, and project lifecycle management.

• Familiarity with technical drawings, specifications, RFIs, submittals, material approvals, and engineering correspondence.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

• Experience with additional document management systems such as Procore, SharePoint, EDMS, or Autodesk Construction Cloud is an advantage.

• Excellent organizational, time management, and communication skills.

• Ability to work under pressure, manage multiple priorities, and meet strict project deadlines.

• High level of accuracy, attention to detail, and commitment to maintaining document integrity.

Preferred Skills

• Extensive knowledge of Aconex workflows, transmittals, mail, document registers, and approval processes.

• Familiarity with ISO 9001 Quality Management System documentation and records control.

• Understanding of engineering and construction documentation standards.

• Experience working on high-rise buildings, commercial developments, industrial facilities, hotels, or infrastructure projects.

• Ability to coordinate effectively with multidisciplinary project teams and external stakeholders.