Document Controller

We are looking for a highly organized and detail-oriented Document Controller to oversee the management, maintenance, and control of all project documentation throughout the construction process. This role is vital to ensure that all drawings, contracts, reports, and technical documents are accurately received, registered, distributed, and securely stored, providing easy access to authorized team members.

Key Responsibilities

• Manage and maintain the project document control system and filing structure.
• Receive, register, distribute, and track all incoming and outgoing documents.
• Maintain accurate records of architectural, structural, engineering, and construction drawings.
• Ensure the latest approved versions of documents and drawings are available to relevant teams.
• Control document revisions to prevent use of outdated materials.
• Maintain document and drawing registers, transmittals, and correspondence logs.
• Issue and distribute technical documents to contractors, engineers, consultants, and project teams.
• Track submissions, reviews, approvals, comments, and responses.
• Record RFIs, technical submissions, inspection requests, material approvals, and other documentation.
• Organize both electronic and hard-copy project files with proper naming and filing procedures.
• Monitor outstanding documents and ensure timely follow-up.
• Maintain records of project meetings, minutes, reports, and action points.
• Assist project teams with document retrieval and maintain confidentiality of sensitive information.
• Coordinate document exchanges between clients, consultants, architects, engineers, contractors, and subcontractors.
• Prepare document transmittals and maintain evidence of distribution.
• Support project audits by ensuring documentation completeness and organization.
• Assist with project handover documentation such as as-built drawings and operation manuals.
• Regularly back up electronic records and maintain an organized digital filing system.
• Ensure compliance with company document control procedures and project requirements.
• Perform other administrative and document management duties as assigned.

Requirements

• Diploma or Bachelor’s Degree in Document Management, Business Administration, Construction Management, Information Management, or related field.
• 2-3 years experience in document control, preferably in construction, engineering, or property development.
• Knowledge of construction drawings, technical documents, contracts, and project records.
• Strong computer skills, including Microsoft Word, Excel, Outlook, and PDF/document management tools.
• Experience with document management systems or construction project software is a plus.
• Understanding of document numbering, revision control, transmittals, and registers.
• Excellent organizational, time-management skills, and high attention to detail.
• Good written and verbal communication skills.
• Ability to manage multiple documents and deadlines simultaneously.
• Professionalism and ability to work effectively with engineering and construction teams.
• High level of confidentiality.

Preferred Experience

• Work on hotel, resort, residential, commercial, or large-scale construction projects.
• Experience in Zanzibar or Tanzania's construction sector.
• Handling large volumes of technical drawings and project paperwork.
• Familiarity with AutoCAD drawings, construction specifications, BOQs, contracts, and engineering documents.
• Knowledge of SharePoint, Procore, Aconex, Autodesk Construction Cloud, or similar platforms.

Apply now to take the next step in your career as a Document Controller and contribute to the success of exciting construction projects!