Document Controller

Amana Group

The Document Controller at Dupod is responsible for managing, organizing, and safeguarding all project documentation throughout the entire project lifecycle. This includes maintaining contract documents, quality records, schedules, submittals, drawings, approvals, and close out files in an accurate and structured manner. The role ensures all documents are properly logged, version controlled, distributed to the appropriate stakeholders, and archived in compliance with Dupod standards, project requirements, and local regulations.

Working closely with the Project Manager, QA/QC team, HSE team, and Engineering department, the Document Controller supports the development of the document distribution matrix, maintains the document register, processes transmittals, and ensures all obsolete documents are removed from circulation. The position plays a critical role in ensuring that the project team receives timely, accurate, and secure information for smooth project execution and successful project close out.

Key Responsibilities:

• Maintains and ensures that all project records such as contract documents, quality records, invoices, baseline schedules, material submittal logs, etc. are identifiable, retrievable and secured against deterioration or loss, and distributed to the project team on a timely manner.
• Studies contract documents and project specifications related to the document management system.
• Assists Project Manager in establishing the project document distribution matrix.
• Coordinates with Project Manager, QA/QC Manager, HSE Manager, and the Engineering team for developing and maintaining filing systems of the project and their relevant security levels as per the authorization matrix.
• Maintains and controls document register and updates it regularly with all incoming and outgoing information.
• Prepares outgoing document transmittals and ensures proper submission to the relevant parties with an official acknowledgement of receipt.
• Distributes documents in a timely manner to the concerned persons in accordance with the distribution matrix as authorized by the Project Manager.
• Ensures that all obsolete and superseded documents are clearly identified and logged in the register.
• Ensures all project documents are properly maintained till defect liability and or the completion of contractual retention period or other contractual requirements and as per local laws to use for future references and to provide supports for financial/legal disputes.
• Ensures all the Close-Out deliverables (test reports, operation and maintenance manual, as-built drawings, authorities approvals, etc.) hard and soft copies are available for final archiving purpose.
• Facilitates the processes revisions, updates and keeps the related documents tracked, controlled and distributed to required personnel.
• Studies tender/project documents and prepares relevant quality plan for submission.

Studies contract documents and project specifications related to quality and coordinates with QA Eng /QAOfficer in preparing project quality plan and follows- up with the consultant/client to obtain their approvals.