Document Controller / Project Coordinator

Role Overview

Document Controller / Project Coordinator at White Spot Facilities Management.

Role Purpose

Establish and maintain centralized document control and project coordination systems to ensure all project stakeholders work from current approved documentation, materials are tracked and sourced efficiently, and project administration runs smoothly from inception through handover.

Key Responsibilities

Document Control & Management

• Establish and maintain an organized project document-control system.
• Maintain records of drawings, specifications, submittals, approvals, correspondence, reports and other project documents.
• Control the receipt, distribution, revision and filing of drawings and technical documents.
• Ensure site teams are working from the latest approved drawings and revisions.
• Maintain document registers and track outstanding submissions and approvals.
• Maintain both electronic and physical project files in an organized manner.
• Ensure confidentiality and proper control of sensitive project information.

Stakeholder Coordination

• Coordinate documentation between Project Managers, Site Engineers, QA/QC, Procurement, subcontractors, consultants and clients.
• Coordinate meeting schedules, invitations and meeting arrangements.
• Prepare meeting agendas where required and assist with Minutes of Meeting (MOM).
• Maintain action trackers and follow up responsible parties on outstanding meeting actions.

Project Documentation & Correspondence

• Prepare and maintain project correspondence, letters, transmittals and supporting documentation.
• Support the project team in preparing weekly and monthly progress documentation.
• Maintain records of RFIs, material submittals, method statements, inspection requests, NCRs and approvals, where applicable.

Procurement & Materials Management

• Coordinate material requirements with the site and Procurement teams.
• Prepare and coordinate material requests and purchase-related documentation.
• Follow up material orders, delivery status and outstanding requirements.
• Maintain records of material approvals, purchase requests, delivery notes and related documentation.

Project Close-Out & Administration

• Maintain subcontractor documentation and project-related records.
• Assist in maintaining snagging and de-snagging trackers and project completion documentation.
• Support preparation of handover documents, warranties, certificates and close-out records.
• Provide general project administration and coordination support to the Project and Site Manager.