Document Controller / Project Coordinator

Key Responsibilities

• Establish and maintain an organized project document-control system.
• Maintain records of drawings, specifications, submittals, approvals, correspondence, reports and other project documents.
• Control the receipt, distribution, revision and filing of drawings and technical documents.
• Ensure site teams are working from the latest approved drawings and revisions.
• Maintain document registers and track outstanding submissions/approvals.
• Coordinate documentation between Project Managers, Site Engineers, QA/QC, Procurement, subcontractors, consultants and clients.
• Prepare and maintain project correspondence, letters, transmittals and supporting documentation.
• Coordinate meeting schedules, invitations and meeting arrangements.
• Prepare meeting agendas where required and assist with Minutes of Meeting (MOM).
• Maintain action trackers and follow up responsible parties on outstanding meeting actions.
• Support the project team in preparing weekly/monthly progress documentation.
• Maintain records of RFIs, material submittals, method statements, inspection requests, NCRs and approvals, where applicable.
• Coordinate material requirements with the site and Procurement teams.
• Prepare/coordinate material requests and purchase-related documentation.
• Follow up material orders, delivery status and outstanding requirements.
• Maintain records of material approvals, purchase requests, delivery notes and related documentation.
• Maintain subcontractor documentation and project-related records.
• Assist in maintaining snagging/de-snagging trackers and project completion documentation.
• Support preparation of handover documents, warranties, certificates and close-out records.
• Maintain both electronic and physical project files in an organized manner.
• Ensure confidentiality and proper control of sensitive project information.
• Provide general project administration and coordination support to the Project/Site Manager.