Document Controller

The Document Controller is responsible for managing, organizing, tracking, and maintaining all project documentation throughout the construction project lifecycle. This role ensures that drawings, specifications, submittals, RFIs, contracts, correspondence, reports, and other project records are properly controlled, distributed, stored, and readily accessible to authorized project stakeholders.

The Document Controller works closely with project managers, engineers, superintendents, subcontractors, consultants, architects, and clients to ensure that project information is accurate, current, and distributed in accordance with established document-control procedures.

Key Responsibilities

Document Management

• Establish and maintain an organized document-control system for construction projects.
• Receive, register, review, distribute, and archive project documents.
• Maintain accurate document registers, logs, and tracking systems.
• Ensure documents are correctly named, numbered, dated, and assigned the appropriate revision/status.
• Maintain electronic and, when required, hard-copy project files.
• Ensure obsolete or superseded documents are identified and removed from active use.

Drawings & Technical Documents

• Control the distribution and revision of construction drawings, specifications, schedules, and technical documents.
• Maintain current drawing registers and revision histories.
• Distribute approved and revised drawings to relevant project teams, subcontractors, and other stakeholders.
• Track the status of shop drawings, material submittals, samples, and other technical submissions.
• Coordinate with engineering and project teams to ensure the latest approved information is available on site.

RFIs, Submittals & Correspondence

• Log and track Requests for Information (RFIs), submittals, transmittals, approvals, and technical queries.
• Monitor document workflows and follow up on outstanding items.
• Prepare and issue transmittals and document distribution records.
• Maintain records of project correspondence, meeting minutes, notices, and formal communications.
• Ensure responses and approvals are properly recorded and linked to the relevant project documentation.

Project Closeout

• Maintain complete and accurate project records throughout construction.
• Assist with the preparation of project handover and closeout documentation.
• Compile and organize as-built drawings, operation and maintenance manuals, warranties, certificates, inspection records, and other turnover documents.
• Verify that required closeout documentation has been received and properly filed.
• Support the project team in meeting contractual document-submission requirements.

Quality & Compliance

• Ensure document-control activities comply with company policies, project procedures, contractual requirements, and applicable quality standards.
• Maintain confidentiality and security of sensitive project information.
• Conduct periodic checks to identify missing, duplicate, incorrectly filed, or outdated documents.
• Support project audits by providing accurate and traceable documentation.

Required Qualifications

• High school diploma or equivalent required.
• Associate’s or bachelor’s degree in construction management, business administration, engineering, or a related field is preferred.
• 2–5 years of experience in document control, project administration, construction administration, or a related construction/project environment.
• Experience working with construction drawings, specifications, RFIs, submittals, and project correspondence.
• Strong knowledge of document-control principles and document numbering/revision systems.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and PDF/document management tools.
• Experience with construction management/document-control platforms such as Procore, Autodesk Construction Cloud, Aconex, Bluebeam, or similar systems is preferred.

Key Skills & Competencies

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage large volumes of documentation and competing priorities.
• Strong written and verbal communication skills.
• Ability to work effectively with project managers, field personnel, subcontractors, consultants, and clients.
• Ability to identify document discrepancies and follow up on missing information.
• Strong computer and data-entry skills.
• Ability to maintain confidentiality and handle sensitive project information.
• Ability to work independently while also functioning effectively as part of a project team.
• Understanding of construction terminology and project workflows.

Working Conditions

• Primarily office/project-site based, depending on project requirements.
• May require occasional travel between project offices and construction sites.
• May require working extended hours to support project deadlines or critical submissions.

Performance Measures

Success in this position will be measured by:

• Accuracy and completeness of project documentation.
• Timely distribution and processing of project documents.
• Effective tracking of revisions, approvals, RFIs, and submittals.
• Accessibility and organization of project records.
• Compliance with project document-control procedures.
• Successful completion of project closeout and turnover documentation.
• Positive collaboration with project teams and key stakeholders