Job Summary
The Document Control Officer will be responsible for managing, controlling, and maintaining all documents across projects and departments in accordance with company procedures and applicable standards.
Ensure documents are current, traceable, accessible, and available to the right people at the right time.
Maintain accuracy, consistency, and compliance across all document management processes.
Key Responsibilities
Document Control System Management:
Establish, maintain, and continuously improve the company's Document Management System (DMS).
Ensure all documents are properly classified, numbered, registered, and stored in line with company procedures.
Document Issuance & Revision Control:
Control issuance, revision, and supersession of all technical and administrative documents.
Maintain an up-to-date document register at all times.
Incoming & Outgoing Document Management:
Receive, log, distribute, and track all incoming and outgoing documents.
Ensure timely distribution and maintain complete audit trails.
Drawing & Technical Document Control:
Manage engineering drawings and technical submittals.
Ensure only current, approved revisions are in circulation across site and office.
Correspondence Tracking:
Log and track all official correspondence (letters, emails, transmittals, NCRs).
Follow up to ensure timely responses within agreed timelines.
Archiving & Records Management:
Maintain both physical and electronic archives for all records.
Ensure documents are secure, retrievable, and retained per regulatory requirements.
Quality & Compliance Support:
Support quality management by ensuring all records (inspection reports, ITPs, NCRs) are properly filed and audit-ready.
Staff Support & Training:
Provide guidance on document control procedures, naming conventions, and DMS usage.
Promote compliance across all departments.
Reporting:
Produce regular reports on document status, outstanding submittals, overdue correspondence, and revision history.
Qualifications & Requirements
Education:
Minimum of OND, HND, or B.Sc. in Library Science, Records Management, Business Administration, Information Management, Engineering, or a related discipline.
Experience:
Minimum of four (4) years' experience in document control or records management.
Experience in construction, engineering, oil & gas, or project-based environments is preferred.
Technical Skills:
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Experience with EDMS platforms such as Aconex, Procore, SharePoint, or similar.
Experience with AutoCAD drawing management is an added advantage.
Location Requirement:
Based in Abuja, FCT. Candidates already resident in Abuja are strongly preferred.
Core Competencies & Personal Attributes:
Exceptional attention to detail with high accuracy in document management.
Strong organizational skills with the ability to manage high document volumes.
Proficient in document systems, spreadsheets, and database tools.
High level of discretion and confidentiality in handling sensitive information.
Strong communication and interpersonal skills across all organizational levels.
Process-oriented mindset with a focus on compliance and continuous improvement.
Ability to work under pressure, meet deadlines, and maintain accuracy.
Self-motivated, reliable, and able to work independently with minimal supervision.