Document Controller

hrsi; Karachi Division; On-site; PKR 1,000,000 - 1,400,000; Part time

Job summary

hrsi is seeking a Document Controller for on-site work at East-Wharf Port, Karachi. The role involves handling all document communications with PMCs, contractors and suppliers, and maintaining project-specific workflows using the EDMS platform.

You will ensure accurate drawing registers and timely distribution of documents and invoices, while upholding confidentiality and data protection. Requires at least 3 years of document control experience and a Bachelor's degree, plus familiarity with ADPG

Qualifications

• Certification in Document Control / Records Management preferred.
• Experience with EDMS platforms (Wrench, Aconex, SharePoint or equivalent).
• Proficiency in MS Office and PDF management tools.
• Understanding of ISO 9001 / ISO 19650 information management principles.

Responsibilities

• Manage all communications with PMC, contractors, suppliers and consultants per SOPs.
• Develop and maintain project-specific document workflows with clear ownership.
• Maintain drawing registers and ensure latest revisions are accessible.
• Distribute and track Change Management forms through approvals, on time.
• Assist audits, claims defence and dispute resolution with complete records.
• Ensure confidentiality and data protection compliance on all docs.

Education

Bachelor's degree

Tools

Wrench EDMS

Aconex

SharePoint

MS Office

PDF management

Job description

Designation:Document Controller
Location:East-Wharf Port, Karachi (On-Site)
Employment Type:Contractual / Third-Party
Experience:Minimum 3 years of relevant document control experience
Education:Minimum Bachelor's Degree /14 years of education

COMPANY OVERVIEW:

The company is a leading terminal operator managing port berths under a long-term concession with the Karachi Port Trust (KPT). It plays a critical role in facilitating Pakistans maritime trade by delivering efficient, reliable, and technology-driven terminal operations. With a strong focus on trade facilitation.

Core Responsibilities:

• Manage all communication and correspondence between organisation
  and counterparties (PMC, Contractors, Suppliers, Consultants, and End
  Users) in accordance with ADPG standard operating procedures, using theADPG mandated EDMS platform (Wrench).
• Develop and maintain project-specific document workflows, assigning
  clear owners and approval steps at each stage to ensure accountability
  and traceability.
• Maintain up-to-date correspondence registers and highlight any
  outstanding actions or pending responses to organisation, PMC,Contractor, or Supplier counterparts for timely closure.
• Ensure that all incoming and outgoing documents are directed to the
  correct recipients and copied in accordance with the approved Project
  Communication Plan.
• Maintain accurate and current drawing registers, ensuring all latest
  revisions and necessary documents are accessible to authorised project
  personnel through the EDMS.
• Manage the distribution and tracking of Change Management approval
  forms through the internal review and approval process, ensuring closurewithin target timelines.
• Manage the distribution of contractor and supplier invoices through the internal approval process and track each to completion, supporting cashflow forecasting and payment control.
• Receive, register, and distribute revised contractor programmes, weeklyand monthly reports, and other periodic deliverables to the relevantproject stakeholders.
• Act as the first point of contact between external parties and internal
  project personnel for all document-related matters, ensuring professional,controlled, and auditable communication.
• Support audit, claim defence, and dispute resolution activities by ensuringproject records are complete, properly version-controlled, and retrievable.
• Maintain document control compliance in line with organisation and contractual standards, including confidentiality and data protection requirements.

Education, Qualifications & Requirements:

• Recognized certification in Document Control / Records Management /
  EDMS is preferred (e.g. CDC – Certified Document Controller, or equivalentindustry certification). Working knowledge of EDMS platforms (Wrench,Aconex, SharePoint, or equivalent) is essential, alongside strongproficiency in MS Office (Word, Excel, Outlook, PowerPoint) and PDFmanagement tools.
• Familiarity with ADPG standard operating procedures,ISO 9001 / ISO 19650 information management principles, and port / EPCproject documentation standards is advantageous.
• Physical and mental fitness to operate in a project environment, includingsite visits and extended working hours during peak project phases.
• Available to work extended hours, including weekends and public holidays,during critical project milestones.

People Management Responsibilities:

• Ensure effective administration and discipline for self and team, includingadherence to break schedules, attendance, overtime, leave policies, anddress code standards, where applicable.
• Monitor and manage the achievement of individual and team Performance,ensuring accountability and consistent performance where applicable.
• Ensure continuous training and development opportunities for self and
  direct reports; mentor and assist junior staff as needed.
• Ensure Quality, Occupational Health, Safety & Environmental Compliance.
• Promote & maintain a culture of self and team motivation, engagement,and happiness.

Strategic Responsibilities:

• Drive continuous improvement of the project control framework, EDMS
  workflows, and records management practices to align with evolving
  project, ADPG, and industry best-practice requirements.
• Capture lessons learned and embedded document control best practice
  across the project portfolio, supporting standardisation and knowledge
  transfer to future ADPG project initiatives.
• Support the Project Director and Project Management Function with
  timely, accurate documentation evidence to safeguard the project againstcontractual, claim, and audit exposure throughout the project lifecycle.
• Note: Additional / Other tasks and projects may be assigned as per
  requirement.