Document Controller

About the role

The Document Controller will ensure that all third‑party service documentation is accurately maintained and readily accessible for projects, products and services. This role supports smooth operations by managing both hard‑copy and electronic records across multiple sites.

Key responsibilities

• Maintain and update all third‑party service site documentation, both hard and electronic copies.
• Compile daily technical reports and Service Operations Manuals.
• Assist or deputize for the Contracts Administrator when required.
• Collate safety documentation, purchase order paperwork, and other contractor‑related files.
• Provide administrative support, including correspondence preparation and meeting coordination with contractors, consultants and clients.
• Serve as the primary contact for contractors submitting invoices, service reports and other submittals.
• Process invoices according to company policy and forward them to Finance.
• Maintain a central filing system, update the document tracking system, and report on document review progress.
• Archive, file and distribute documents while ensuring secure storage and accurate check‑in/check‑out procedures.
• Perform regular checks of procurement and contract documents to ensure completeness.
• Ensure compliance with Standard Operating Procedures for document submission and storage.
• Prepare document transmittals and manage document flow between departments.
• Implement processes to improve document accessibility.
• Perform other duties as assigned by the Direct Manager.

Required profile

• Bachelor’s degree in any discipline.
• Minimum of 3 years experience as a Document Controller.
• Experience in the Facility Management industry is a plus.
• Strong knowledge of document control principles for contract and subcontract administration.

Required skills