Project Document Controller, Business Operations

OfficialBusiness OperationsAdministration26-DC3-4226

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Job description

1. Position Purpose

To establish, implement and maintain an effective project document control and information management system for the Data Center project. The role ensures that project information is properly registered, distributed, tracked, updated and archived, and that the project team has timely access to the latest approved documentation. The position also supports project coordination by monitoring document status, outstanding submissions, approvals and action items.

2. Key Responsibilities

2.1 Document Control System and Management

Establish and maintain the project document control system, including document numbering, coding, naming conventions, registers, distribution matrices and workflows.
Maintain a central document register and ensure project documents are correctly received, logged, classified, distributed, stored and readily retrievable.
Control document revisions and status to prevent unintended use of superseded or unapproved information.
Maintain appropriate access controls, filing structures, backup arrangements and document security in accordance with project and company procedures.

2.2 Document Review and Verification

Perform administrative and document-control checks on incoming and outgoing documents to verify completeness, correct identification, revision status, required attachments and compliance with submission procedures.
Monitor review and approval workflows and coordinate circulation of documents to relevant reviewers and decision-makers.
Track review comments, responses, resubmissions and final approval status.
Escalate incomplete, overdue or incorrectly submitted documents to the responsible party.

2.3 Design and Technical Documentation Coordination

Coordinate receipt, distribution and tracking of design deliverables, drawings, specifications, calculations, technical submittals, Requests for Information (RFIs), Request for Approval, VO, design comments and related records.
Maintain registers for design submissions, technical queries, comments, approvals and outstanding information.
Coordinate document interfaces among the Owner, design consultants, project management team, contractors, specialist vendors and other stakeholders.
Support traceability between document submissions, review comments, decisions and approved revisions.

2.4 Construction and Procurement Documentation

Manage document control for construction-related submissions, including shop drawings, material and equipment submittals, method statements, inspection and test plans, inspection requests and quality records.
Track procurement-related technical documentation, vendor drawings, equipment data sheets, certificates and submission status, as applicable.
Coordinate document transmittals and maintain records of formal correspondence and instructions.

2.5 Testing, Commissioning and Handover Documentation

Establish and maintain registers for testing and commissioning (T&C) procedures, checklists, test records, commissioning reports, system completion records and outstanding items.
Track preparation and submission of as-built drawings, operation and maintenance (O&M) manuals, warranties, certificates, training records and handover dossiers.
Monitor completeness and status of handover documentation and report outstanding deliverables to the project team.

2.6 Tracking, Reporting and Action Follow-up

Track document submissions, reviews, approvals, revisions, expirations and overdue items, and issue regular status reports to the General Project Manager / Project Director and relevant stakeholders.
Maintain and update action, decision and information-request logs where assigned, following up with responsible parties on due dates and closure status.
Highlight critical document delays, missing information and pending decisions that may affect design coordination, procurement, construction, T&C or handover.
Provide timely reminders and concise status updates to support project governance and management decisions.

2.7 Compliance, Records and Continuous Improvement

Ensure document control activities follow company policies, project procedures, contractual submission requirements and agreed document workflows.
Support tracking of statutory, permit and authority-related documentation, coordinating with responsible legal, permitting and technical personnel as required.
Maintain accurate records of document versions, transmittals, approvals, correspondence and project decisions, and archive records in accordance with applicable retention requirements.
Conduct periodic checks of document registers and filing structures and recommend process and reporting improvements.

2.8 Communication and Stakeholder Coordination

Liaise with internal departments and external stakeholders, including consultants, contractors, suppliers and authorities, to obtain, distribute and follow up on project documentation.
Support coordination meetings by preparing relevant document status informat

Requirement

*** Required Skills and Competencies

Good written and spoken English for project correspondence and coordination.
Strong organizational, planning, prioritization and multitasking skills.
Good working knowledge of Microsoft Office, particularly Word, Excel, Outlook and document-sharing platforms.
High level of attention to detail, accuracy and consistency in document handling.
Effective communication and interpersonal skills, with the ability to coordinate proactively across different teams.
Ability to work independently, take ownership of assigned tasks and work collaboratively within a project team.
Proactive follow-up, problem identification and escalation skills.
Ability to handle confidential project information responsibly.

*** Key Working Outputs

Up-to-date master document register and document distribution records.
Document submission, review, approval and overdue status reports.
Design, technical submittal, RFI and comment tracking registers.
Construction, procurement, T&C and handover documentation trackers.
Action, decision and outstanding information logs, where assigned.
Organized project document repository with reliable revision history and retrieval.

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