Document Controller

About the role

The Document Controller will support the Procurement team by ensuring that all procurement‑related documentation is accurately captured, organized and readily accessible. This role is essential for maintaining compliance with company policies and facilitating smooth document flow between internal stakeholders and external suppliers.

Key responsibilities

• Maintain and organise procurement documents such as purchase orders, quotations, contracts, supplier records, invoices and correspondence.
• Receive, register, track and archive documents in both electronic and physical filing systems.
• Ensure documents are complete, accurate and version‑controlled, updating logs, registers and contract trackers.
• Coordinate submissions and approvals with internal teams and external suppliers, monitoring status and following up on pending items.
• Maintain supplier files, certifications and agreements, ensuring compliance with retention policies.
• Assist in preparing reports, document packages and audit records for the Procurement department.
• Support tender and RFQ documentation by organising submissions and maintaining complete records.
• Retrieve documents on request while safeguarding confidential information.

Required profile

• Diploma or Bachelor’s degree in Business Administration or a related field.
• 2–4 years of document control or administrative experience, preferably in procurement, construction or real estate.
• Experience managing procurement documentation is an advantage.
• Familiarity with Microsoft Office applications, especially Excel and Word.
• Experience with ERP or document‑management systems is preferred.

Required skills

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• ERP systems
• Document management systems