Develop and maintain a structured document control system for all project documentation, including drawings, contracts, specifications, and correspondence. Ensure that all documents are accurately filed, numbered, and stored in both physical and electronic formats. Review and verify the accuracy and completeness of incoming and outgoing project documents. Distribute documents promptly to the appropriate project teams, subcontractors, and stakeholders. Ensure all documents are version-controlled to track updates and revisions, and ensure that only the latest approved versions are circulated. Manage document revision histories and ensure proper archiving of older versions Organize and maintain an efficient system for retrieving project documents as needed by team members and stakeholders. Establish and oversee the archiving process for completed and closed project documents to ensure regulatory compliance and ease of future reference Ensure all project documentation complies with internal document control procedures, industry standards, and legal regulations. Prepare and generate reports on document status, pending approvals, and document discrepancies for management review. Assist with auditing processes to ensure documentation is properly maintained and accessible Act as the main point of contact for document-related inquiries from project managers, engineers, contractors, and other stakeholders. Facilitate document approvals and signatures, ensuring documents are routed to the correct individuals for timely approval. Participate in project meetings to understand documentation requirements and ensure efficient document flow. Grade 12 or equivalent. Minimum of 5 years of experience in document control or administrative roles in the construction industry. Familiarity with construction documentation such as blueprints, contracts, RFPs, submittals, and permits Proficiency with document management software (e.g., Procore, Aconex, SharePoint, Viewpoint, etc.). Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook). Exceptional attention to detail and strong organizational skills. Ability to manage multiple tasks and prioritize effectively. Strong written and verbal communication skills. Knowledge of industry standards, document control procedures, and construction workflows. Ability to work in a fast-paced environment and adapt to changing project requirements.
