Job Title: Document Controller

Location: Manila Office

Company: Europlan

Reports To: Engineering Manager

Job Specification:

The Document Controller is responsible for the management, organization, and control of engineering documentation across multiple projects within the design office. The role ensures that all technical documents, drawings, reports, and records are maintained in an efficient, timely, and secure manner. The Document Controller will work closely with engineering teams, project managers, and external stakeholders to support the smooth execution and delivery of design documentation in accordance with company standards and client requirements.

Key Areas of Responsibility:

Document Management:

• Control the issuance, receipt, tracking, and archiving of technical documentation including drawings, calculations, and reports.
• Maintain an efficient document control system in both digital and physical formats.

Document Quality and Compliance:

• Ensure documents adhere to formatting, version control, and approval workflows in line with project and company standards.
• Support internal and external audits by providing requested documentation and records.

Collaboration and Communication:

• Liaise with engineers, designers, and project leads to ensure timely submission and retrieval of documents.
• Communicate document updates, revisions, and changes to relevant parties.

System Maintenance:

• Use and maintain AutoDesk system to store and retrieve documents effectively.
• Train and support staff in the correct use of document control systems.

Reporting and Record Keeping:

• Generate document control reports and logs for management review.
• Maintain up-to-date records of transmittals, correspondence, and approvals.

Confidentiality and Data Security:

• Ensure sensitive project data is handled in accordance with company confidentiality policies and information security protocols.

Steps to be Adhered to:

Document Control Procedures:

• Follow established procedures for naming conventions, file indexing, and version tracking to maintain consistency and traceability.

Transmittals and Submissions:

• Ensure all document submissions to clients, consultants, and subcontractors are properly documented, tracked, and acknowledged.

Revision Control:

• Monitor and manage document revisions to ensure the latest versions are used and outdated versions are archived appropriately.

Project Closeout Documentation:

• Compile and deliver comprehensive document handover packages at project closeout, ensuring all deliverables are accounted for.

The Document Controller plays a vital role in the successful execution of engineering projects, ensuring that information flows seamlessly between all stakeholders while maintaining strict control over documentation quality, compliance, and confidentiality.

Requirements

Associate’s or bachelor’s degree in business administration, information management, or a related field.

Certifications (optional but beneficial):

• ISO 9001: Quality Management Systems
• EDMS (Electronic Document Management Systems) training/ Autodesk
• Good communication and organizational skills