Document Controller

About the Job

Artelia is seeking an experienced and highly organized Document Controller to join a confidential Data Center Construction Project in Indonesia.

This position plays a critical role in ensuring effective document control and information management throughout the project lifecycle. The Document Controller will be responsible for managing, distributing, tracking, and maintaining project documentation to ensure compliance with project procedures, quality standards, and client requirements.

The successful candidate will have strong attention to detail, excellent organizational skills, and experience supporting multidisciplinary construction projects in a fast-paced environment.

JOB DESCRIPTION

Document Management & Control

• Establish, implement, and maintain project document control procedures and workflows.
• Manage the receipt, registration, distribution, tracking, and filing of project documents.
• Ensure all project documentation is properly recorded, version-controlled, and archived.
• Maintain document registers and ensure the accuracy of document metadata.
• Control document numbering, revision management, and issuance processes.

Project Documentation Administration

• Manage incoming and outgoing correspondence between the Client, Consultants, Contractors, and Project Team.
• Maintain records of transmittals, technical submissions, RFIs, reports, drawings, specifications, and project correspondence.
• Ensure timely distribution of approved documents to relevant stakeholders.
• Monitor document review cycles and follow up on overdue actions.
• Verify that all project documentation complies with established procedures and standards.

Electronic Document Management System (EDMS)

• Administer and maintain project document management platforms and databases.
• Upload, update, and organize project documents within the EDMS.
• Ensure appropriate access control and confidentiality of project information.
• Support project teams in utilizing document management systems effectively.
• Generate document control reports and tracking logs as required.

Coordination & Stakeholder Support

• Coordinate with Engineers, Project Managers, Consultants, Contractors, and Client representatives regarding document requirements and submissions.
• Facilitate efficient communication and information flow among project stakeholders.
• Support project meetings by preparing and distributing meeting minutes and related documentation.
• Assist project teams in locating and retrieving project information when required.
• Ensure stakeholders receive the latest approved project documentation.

Quality Assurance & Compliance

• Ensure compliance with project document control procedures, company standards, and client requirements.
• Conduct periodic audits of project documentation and records.
• Monitor document quality, completeness, and consistency.
• Assist in preparing documentation for internal and external audits.
• Support project quality management processes through accurate record keeping.

Reporting & Records Management

• Prepare weekly and monthly document control reports.
• Monitor document status, review progress, and outstanding actions.
• Track key document control metrics and provide updates to project management.
• Maintain project archives and ensure proper document retention.
• Support project close-out activities, including final documentation compilation and handover.

Project Close-Out

• Ensure all project records are complete and accurately filed.
• Coordinate the compilation and submission of final documentation packages.
• Support handover of as-built drawings, manuals, certificates, and project records.
• Assist in maintaining lessons learned and project reference documentation.
• Ensure a smooth transition of project documentation to the Client upon project completion.

REQUIREMENTS

• Diploma or Bachelor's Degree in Business Administration, Engineering, Information Management, or a related discipline.
• Minimum 5 years of experience in Document Control within construction, engineering, infrastructure, or industrial projects.
• Proven experience supporting large-scale construction projects.
• Experience in Data Center, Mission Critical, Industrial, Semiconductor, Pharmaceutical, Infrastructure, or Commercial Building Projects is preferred.
• Strong understanding of document control procedures, workflows, and industry best practices.
• Experience using Electronic Document Management Systems (EDMS).
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Excellent organizational skills and attention to detail.
• Strong communication and coordination abilities.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Experience working within Engineering Consultancy, PMC, EPC, or Construction environments.
• Fluent English communication skills, both written and verbal.