Document Controller KEO International Consultants

The Document Controller is a critical member of the Site Supervision team responsible for establishing, implementing, and managing a robust, efficient, and fully auditable document control system throughout the construction and Defects Liability Period of the project.

You will ensure all technical submissions, correspondence, records, reports, and project documentation are properly received, tracked, distributed, archived, and retrieved in accordance with the project's procedures, the Service Order requirements, and best industry practices (including EDMS/Aconex). Your role is essential for maintaining project compliance, supporting timely technical reviews, and facilitating successful project handover.

We envisage success in this role to include;

• Establishing and maintaining a comprehensive Document Control System for the duration of the project, including the construction phase and 12-month Defects Liability Period.
• Implementing and managing the use of the approved Electronic Document Management System (EDMS e.g., Aconex or equivalent) for all project documentation.
• Developing and enforcing standard document numbering, filing, and transmittal procedures in line with the client's and Consultant requirements.
• Receiving, logging, and distributing all Contractor submissions including Shop Drawings, Material Approval Requests (MARs), Method Statements, Technical Specifications, Calculations, RFIs, As-Built Drawings, O&M Manuals, and other deliverables.
• Maintaining a live, up-to-date tracker of all submissions with clear status (Received, Under Review, Approved, Rejected, Revised, etc.).
• Ensuring timely return of reviewed documents with Comment Review Sheets (CRS) and tracking open/close status of comments.
• Controlling all incoming and outgoing project correspondence, instructions, notices, and reports between the Consultant, Client, Contractor, and other stakeholders.
• Preparing and issuing formal transmittals and maintaining accurate records of all communications.
• Supporting the team in the preparation and compilation of Daily, Weekly, and Monthly Reports.
• Ensuring all quality-related documentation (ITPs, MIRs, WIRs, inspection records, test results, NCRs, etc.) is properly filed and easily retrievable.
• Supporting the compilation of the Project Completion Dossier and Handover Package in accordance with the client's Asset Completion and Handover Procedure (including Appendix A deliverables).
• Maintaining records for audit, claims, variations, and regulatory compliance purposes.
• Providing accurate document status updates for Weekly and Monthly Progress Meetings.
• Preparing document control metrics and reports as required by the Senior Project Manager/Project Director.
• Archiving all project records in a structured, secure, and indexed manner at project close-out.
• Providing training and guidance to the supervision team on document control procedures and EDMS usage.
• Coordinating with discipline leads (Construction Managers, Inspectors, HSE, etc.) to ensure timely review and response to submissions.