Document Controller

Job Summary

The Document Controller is responsible for managing, organizing, and maintaining all project-related documentation for the solar construction project. This role ensures that documents are properly filed, updated, and accessible to authorized personnel, while maintaining compliance with company standards, client requirements, and regulatory guidelines. The position plays a key role in supporting project teams by ensuring timely and accurate flow of information.

Key Responsibilities

Document Management

• Establish and maintain a systematic filing system (electronic and hard copy) for project documents.
• Manage incoming and outgoing correspondence, drawings, submittals, RFIs, and reports.
• Ensure proper version control of all documents and prevent use of obsolete files.

Coordination & Distribution

• Distribute documents to relevant stakeholders according to project protocols.
• Track the status of submitted documents and follow up on pending approvals.
• Coordinate with contractors, consultants, and suppliers regarding documentation requirements.

Compliance & Standards

• Ensure documentation processes comply with company and client requirements.
• Support project audits by providing timely and accurate document records.
• Maintain confidentiality and security of sensitive information.

Support Functions

• Assist project management in preparing reports, logs, and documentation trackers.
• Provide administrative support to the project team as required.
• Support handover documentation at project completion.

Qualifications

• Bachelor's degree in Business Administration, Engineering, or related field (preferred).
• At least 2–5 years of experience as a Document Controller in construction, preferably in solar, renewable energy, or large-scale infrastructure projects.
• Strong knowledge of document control processes, quality management systems, and ISO standards.
• Proficiency in MS Office (Word, Excel, PowerPoint) and document management software (e.g., Aconex, SharePoint, Procore, or similar).
• Excellent organizational skills with high attention to detail.
• Strong communication skills and ability to coordinate across multiple teams.

Key Competencies

• Accuracy and attention to detail.
• Strong organizational and time management skills.
• Ability to work under pressure and meet deadlines.
• Team player with strong interpersonal skills.
• Proactive and solution-oriented mindset.

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