Document Controller

Job Description

Maintain and manage receipt and issuance of project documents for the ports and maritime programme using the electronic document management system (EDMS).

Responsibilities

• Create, update, and maintain a centralized project database, including key project information, assigned project team members, stakeholders, and their contact details.
• Manage and support EDMS user access for internal teams, contractors, and consultants, including system orientation and training on EDMS functionalities.
• Prepare and manage document distribution matrices for new and ongoing projects, updating them as required and distributing documents accordingly.
• Capture, archive, distribute, and track all incoming and outgoing project documents.
• Ensure all documentation complies with internal Document Control Center (DCC) standards, procedures, and quality requirements.
• Conduct quality checks on documents before distribution, verifying formatting, revision control, and compliance with project standards, while maintaining strict confidentiality and security of controlled documents.
• Ensure that document changes are properly reflected, controlled, and recorded in archives in accordance with approved procedures.
• Monitor document submissions and reviews, and identify and escalate delays, discrepancies, or non-compliant submissions to relevant stakeholders.
• Prepare dashboards and summary reports on project documentation status, ensuring confidentiality, security, and proper handling of all controlled documents.
• Support team members and stakeholders by providing guidance on document control processes, EDMS usage, and assistance with document upload or submission issues.
• Contribute to the continuous improvement of document control workflows, procedures, and EDMS functionality, including system upgrades and enhancements.
• Prioritize tasks effectively to manage multiple document submissions and review cycles simultaneously.
• Work effectively under pressure and manage high volumes of documentation within tight deadlines.
• Assist the handover team with document control activities related to project close-out and handover documentation, ensuring compliance with approved requirements
• Maintain document records in accordance with approved retention requirements and support audits, inspections, and information requests as required

Qualifications

Secondary School. Bachelor's degree is a plus