Construction Document Controller

Position Summary

The Document Controller is responsible for managing, organizing, tracking, and maintaining all project documentation throughout the construction project lifecycle. This role ensures that drawings, specifications, submittals, RFIs, contracts, correspondence, reports, and other project records are properly controlled, distributed, stored, and readily accessible to authorized project stakeholders.

The Document Controller works closely with project managers, engineers, superintendents, subcontractors, consultants, architects, and clients to ensure that project information is accurate, current, and distributed in accordance with established document-control procedures.
Key Responsibilities
Document Management
- Establish and maintain an organized document-control system for construction projects.

- Receive, register, review, distribute, and archive project documents.

- Maintain accurate document registers, logs, and tracking systems.

- Ensure documents are correctly named, numbered, dated, and assigned the appropriate revision/status.

- Maintain electronic and, when required, hard-copy project files.

- Ensure obsolete or superseded documents are identified and removed from active use.

Drawings & Technical Documents
- Control the distribution and revision of construction drawings, specifications, schedules, and technical documents.

- Maintain current drawing registers and revision histories.

- Distribute approved and revised drawings to relevant project teams, subcontractors, and other stakeholders.

- Track the status of shop drawings, material submittals, samples, and other technical submissions.

- Coordinate with engineering and project teams to ensure the latest approved information is available on site.

RFIs, Submittals & Correspondence
- Log and track Requests for Information (RFIs), submittals, transmittals, approvals, and technical queries.

- Monitor document workflows and follow up on outstanding items.

- Prepare and issue transmittals and document distribution records.

- Maintain records of project correspondence, meeting minutes, notices, and formal communications.

- Ensure responses and approvals are properly recorded and linked to the relevant project documentation.

Project Closeout
- Maintain complete and accurate project records throughout construction.

- Assist with the preparation of project handover and closeout documentation.

- Compile and organize as-built drawings, operation and maintenance manuals, warranties, certificates, inspection records, and other turnover documents.

- Verify that required closeout documentation has been received and properly filed.

- Support the project team in meeting contractual document-submission requirements.

Quality & Compliance
- Ensure document-control activities comply with company policies, project procedures, contractual requirements, and applicable quality standards.

- Maintain confidentiality and security of sensitive project information.

- Conduct periodic checks to identify missing, duplicate, incorrectly filed, or outdated documents.

- Support project audits by providing accurate and traceable documentation.

Required Qualifications
- High school diploma or equivalent required.

- Associate’s or bachelor’s degree in construction management, business administration, engineering, or a related field is preferred.

- 2–5 years of experience in document control, project administration, construction administration, or a related construction/project environment.

- Experience working with construction drawings, specifications, RFIs, submittals, and project correspondence.

- Strong knowledge of document-control principles and document numbering/revision systems.

- Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and PDF/document management tools.

- Experience with construction management/document-control platforms such as Procore, Autod