Document Controller

Job Overview

The Document Controller position is responsible for managing and organizing operational records within facilities management projects. This role ensures the accuracy, accessibility, and compliance of all documentation in line with organizational policies and regulatory standards.

Main Responsibilities

• Organize and maintain operational files both digitally and physically.
• Implement version control to track all documents related to operations and facilities management.
• Receive, assess, and log incoming documents and correspondence systematically.
• Distribute documents promptly to relevant teams and stakeholders.
• Ensure adherence to company policies, quality guidelines, and regulatory requirements in managing documents.
• Assist in the compilation and submission of project reports, proposals, and essential documentation.
• Maintain a centralized filing system to enable efficient retrieval for operations and audits.
• Archive inactive or closed files according to company procedures.
• Coordinate with operations, engineering, and project teams to collect and update documentation.
• Monitor document revisions, approvals, and circulation to maintain completeness and accuracy.
• Provide assistance during audits and inspections, both internal and external.
• Maintain confidentiality and protect sensitive operational information.

Health, Safety, Environmental and Quality (HSEQ)

Comply with Enova's HSEQ policies and local legislation to promote workplace safety and operational integrity. Each employee is expected to engage responsibly with HSEQ practices and seek guidance when needed.

Customer Relations

Build proactive relationships with authorities and contribute to initiatives that enhance service quality.

Qualifications and Experience

• A Bachelor’s degree or diploma in Business Administration, Engineering, Information Management, or related disciplines.
• Between 4 to 6 years of experience in document control, records management, or operations support within facilities management or similar sectors.

Skills and Competencies

• Excellent organizational and filing capabilities.
• Familiarity with document control procedures and version management.
• Proficient in document management software, including ORACLE Aconex, and MS Office tools.
• Meticulous attention to detail in maintaining accurate records.
• Strong communication and coordination capabilities.
• Responsible handling of confidential and sensitive information.
• Knowledge of facilities management operational workflows is advantageous.
• Aptitude to manage multiple priorities effectively.
• Problem-solving skills for addressing documentation inconsistencies.
• Commitment to compliance with quality and documentation standards.