Document Controller

Job Summary

The role manages, organizes, and maintains operational documentation across facilities management projects to ensure accuracy, accessibility, and compliance with organizational standards. It involves supporting teams with document control processes, record-keeping, and ensuring timely retrieval and distribution of critical documents.

Key Responsibilities

• Maintain and organize operational documents, records, and files in both digital and physical formats.
• Ensure proper version control and tracking of all documents related to operations and facilities management.
• Receive, review, and register incoming documents and correspondence.
• Distribute relevant documents to teams and stakeholders in a timely manner.
• Ensure compliance with internal policies, quality standards, and regulatory requirements in document management.
• Support the preparation and submission of reports, proposals, and project documentation.
• Maintain a centralized filing system and ensure ease of retrieval for operational and audit purposes.
• Assist in archiving inactive or closed documents according to organizational guidelines.
• Coordinate with operations, engineering, and project teams to gather and update documentation.
• Track document revisions, approvals, and circulation to ensure accuracy and completeness.
• Provide support during audits, inspections, and internal or external reviews.
• Maintain confidentiality and security of sensitive operational information.
• Tools & Methods, HSEQAbide by the Health, Safety, Environmental and Quality, (HSEQ) policy, procedures necessary for the good conduct and safety of the workplace.
• It is a requirement and moral obligation of each employee to be actively committed and accountable to the compliance of Enova’s HSEQ policy, operating procedures, as well as being compliant to local legislation.
• The Employee shall seek clarification and guidance in specific cases or whenever one feels necessary.
• Customer Relations
• Develop a pro-active working relationship with all authorities and assist in establishing areas for service improvement.

Minimum Qualifications

• Bachelor’s degree or diploma in Business Administration, Engineering, Information Management, or related field.
• Minimum Experience4-6 years of experience in document control, records management, or operations support within facilities management or a related field.
• Job Specific

Skills

• Strong organizational and filing skills.
• Knowledge of document control processes and version management.
• Proficiency in document management software and MS Office applications.
• Attention to detail and accuracy in record-keeping.
• Good communication and coordination skills.
• Ability to handle confidential and sensitive information responsibly.

Understanding of operational processes in facilities management is an advantage.

Ability to manage multiple tasks and prioritize effectively.

Problem-solving skills for resolving document discrepancies.

Commitment to maintaining compliance and quality standards in documentation.

Knowledge of document control processes throughout ORACLE Aconex platform.