Doucment Controller

Zarrar & Co. is seeking a detail-oriented Document Controller with a minimum of 2 years of experience to manage and maintain project documentation efficiently and systematically. The ideal candidate will be responsible for controlling the receipt, registration, distribution, and tracking of various project documents, including drawings, reports, submittals, and correspondence. The role requires someone adept at version control, document archiving, and ensuring that only the latest revisions are available to project teams. Strong organizational and time management skills are essential to support the project's information flow and communication processes effectively. The Document Controller works closely with project stakeholders such as contractors, consultants, clients, and site teams to coordinate document submissions and maintain accurate records. This position supports audits and management reviews by providing well-maintained documentation and contributes to efficient project progression by ensuring proper filing, retrieval, and archiving of all project-related records throughout the project lifecycle. Candidates should have knowledge of construction drawings and specifications and be proficient in MS Office applications to prepare reports and correspondence accurately.
Responsibilities

Manage and maintain all project documentation in an organized, systematic, and efficient manner.
Control the receipt, registration, distribution, and tracking of drawings, letters, reports, submittals, inspection requests, and other project documents.
Maintain up-to-date document registers ensuring the latest revisions are available to relevant teams and prevent the use of outdated documents at the site.
Coordinate document submissions and communications between contractors, consultants, clients, and site teams to ensure smooth information flow.
Prepare, compile, and maintain daily, weekly, and monthly documentation reports to inform management and project stakeholders.
Organize project files including photographs, approvals, site records, and supporting documents for easy access and retrieval.
Maintain GPS-tagged site photographs and progress records when required to support project monitoring and reporting.
Support the planning team by collecting and verifying site documentation necessary for progress reporting and schedule monitoring.
Ensure proper filing, archiving, and retention of all project records throughout the project lifecycle for compliance and audit purposes.
Maintain effective version control and document archiving practices to support project quality and compliance standards.
Assist in timely preparation and submission of required reports and correspondence in alignment with project deadlines.
Communicate clearly and effectively to ensure the accurate distribution of information and prompt responses to inquiries.
Collaborate with project teams to continuously improve document management processes and workflows.
Manage records management systems to enable quick access and retrieval of documents when requested for audits or management reviews.
Implement best practices in file organization, document tracking, and information distribution to support project efficiency.