Site Document Controller

GIBB; Secunda; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading engineering firm in Secunda seeks a Site Document Controller to manage project documentation and ensure compliance on construction sites. Candidates should have at least 3 years of experience in document control, proficiency in MS Office and SharePoint, and a Grade 12 or Administration Diploma. This role involves maintaining document systems, working closely with project teams and contractors, and ensuring timely information flow. Join a dynamic team in a supportive work environment.

Qualifications

• Minimum of 3 years as document controller for a construction site or organisation.
• Experience using MS Office Suite and SharePoint.
• Familiarity with Document Control Management Systems.

Responsibilities

• Manage and maintain project documentation and drawings.
• Ensure technical documents are accurately registered and distributed.
• Prepare Document Control Reports for project management.
• Liaise with contractors on documentation issues.

Skills

Attention to Detail

Communication Skills

Organizational Ability

Problem-Solving

Time Management

Education

Grade 12 / Administration Diploma

Tools

MS Office Suite

SharePoint

Document Control Management System

Job description

Overview

GIBB Mining is a multi-disciplinary engineering design and project management enterprise, specialising in innovative and sustainable techno-economic holistic solutions for mining projects, from concept stage to commissioning and handover. Here you will find an environment conducive to helping you make the most of your abilities and skills. GIBB Mining, a subsidiary of the GIBB Group, is looking for another talented professional to complement their team, in the form of a Site Document Controller.

We welcome your application if you meet the requirements, listed below, for this position.

Core purpose:

To manage, control, track, distribute and maintain all project documentation and drawings using approved document control systems, ensuring accuracy, compliance, traceability, correct version control and timely information flow to all project stakeholders.

Key Performance Areas

• Maintain accurate site records
• Filing management
• Document control
• Internal communication
• nformation flow
• Office management
• Attributes:

• Punctuality
• Accuracy
• Responsiveness

Core Competencies

• Communication Skills - Clear verbal and written communication with contractors, site staff, and management. Ability to draft professional correspondence and meeting minutes. Active listening to ensure instructions and updates are correctly understood.
• Attention to Detail - Accuracy in documentation, filing, and compliance records. Vigilance in spotting errors or inconsistencies in reports and permits.
• Organizational Ability - Prioritizing tasks effectively in a fast-paced site environment. Managing multiple deadlines without compromising quality. Maintaining structured filing and document control systems.
• Confidentiality & Integrity - Handling sensitive project and personnel information discreetly. Upholding ethical standards in financial and HR-related tasks.
• Adaptability & Flexibility - Adjusting to changing site schedules, priorities, and unexpected challenges. Willingness to learn new digital tools or processes.
• Interpersonal Skills - Building positive relationships with site staff, contractors, and external stakeholders. Diplomacy in resolving minor conflicts or misunderstandings. Team-oriented mindset to support site operations.
• Problem-Solving - Proactive in identifying administrative bottlenecks and suggesting improvements. Resourcefulness in handling logistical or documentation issues.
• Time Management - Meeting deadlines for reports, compliance submissions, and payroll. Balancing routine tasks with urgent requests.
• Professionalism & Reliability - Consistent punctuality and dependability. Presenting a professional image as the first point of contact for visitors.
• Stress Management - Remaining calm under pressure during peak construction phases. Maintaining efficiency despite tight deadlines or demanding stakeholders.

Responsibilities

• Ensure Technical document and drawing numbers are allocated.
• Ensure Technical documents/drawings are registered in DMS
• Ensure Technical documents/drawings are released and distributed under cover of a Transmittal Note
• Ensure ‘Master’ hard copy storage of Technical and Contractor Deliverable documents/drawings
• Discuss documentation problems and their solutions with the relevant owner of the document
• Prepare Document Control Reports from DMS for the Project Manager / Construction Manager
• Discuss any deficiencies, requirements, problems, with DMS with Project Manager / Construction Manager
• System / Application refer to relevant parties
• Obtain documentation routing details, i.e. “Document Distribution” matrices and other input data from the Project Manager / Construction Manager, and ensure implementation thereof
• Find Drawings
• Source the complete Engineering and Contractor (Vendor) Deliverable lists from Engineering and bulk update into the specified document control system. Maintain this list in conjunction with Engineering
• Ensure that you comply with QMS procedures and policy
• Update SharePoint of documentation on the specified document control system
• Ensure that all Incoming and Outgoing Technical documentation is controlled and recorded
• Ensure that documents for Internal and External review are issued and recorded
• Ensure that all documents are correctly filed
• Ensure that Design and Contractor (Vendor) documentation is processed in accordance with Company/ Client procedures
• Provide support to all project participants in the Document Control practice
• Ensure that Administrative tasks including filing, copying, etc. are executed as required in the role
• Ensure that Document Control Procedures and Work Instructions are implemented and conformed to.
• Liaise with Contractors (i.e. their appointed person for handling documentation) on day-to-day Document Control related issues and provide focal point for Contractor Document Control related queries.
• Prepare all documentation for archiving. Liaise with IT or the specified document control system Functional/Technical Team to organize electronic archive
• Close Out receive documentation and collate the project
• Set up and maintain Distribution Matrix and Contact Lists
• Advise the Project team on the specified document control system structure, or liaise with the specified document control system functional/technical team to ensure the best possible the specified document control system structure is adopted
• Ensure reporting from the Document Control data is accurate
• Maintain confidentiality of documentation
• Manage the electronic transfer of documents and data to Internal and External Clients, including (if required) posting of documentation to the specified document control system Contractor area or other method of distribution as part of the Procurement and Construction enquiry processes
• Any other Document Control related task as delegated/instructed by the Project Manager / Construction Manager.

Qualifications

• Grade 12 / Administration Diploma

Experience

• Minimum of 3 years as document controller for a construction site or organisation
• MS Office Suite / SharePoint or similar
• Document Control Management System