Document Controller At Alaro City

Role Summary

• The Document Controller is responsible for the efficient management, coordination, and administration of all departmental documentation and records within the Development Control & Architecture Department.
• The role ensures that all architectural drawings, development applications, technical reports, inspection records, permits, approvals, correspondence, and other official documents are systematically received, recorded, organized, stored, retrieved, distributed, and archived in accordance with established document control procedures and records management standards.
• As the custodian of the department's document management system, the Document Controller plays a critical role in maintaining the integrity, accuracy, confidentiality, and accessibility of information throughout the lifecycle of each document.
• The incumbent will ensure that all documents are properly classified, version-controlled, and readily available to support timely decision-making, regulatory compliance, project execution, and operational efficiency.
• The role requires close collaboration with architects, development control officers, planners, engineers, administrative personnel, and external stakeholders to facilitate the seamless flow of information and ensure that all documentation is complete, up to date, and compliant with departmental policies and statutory requirements.

Responsibilities

• Receive, register, classify, and maintain all incoming and outgoing departmental documents.
• Establish and maintain both physical and electronic filing systems for architectural, engineering and development control records.
• Ensure proper version control and document numbering for drawings, reports, permits, and related documentation.
• Retrieve documents promptly upon request and maintain accurate records of document movement.
• Monitor document review, approval, and distribution processes to ensure timely circulation.
• Maintain confidentiality and security of sensitive departmental information.
• Archive completed documents in accordance with the organization's records management policies.
• Conduct periodic audits of files to ensure completeness, accuracy, and compliance with document control standards.
• Support the Development Control, Architecture & Engineering team with administrative documentation requirements.
• Prepare document status reports and maintain document registers.
• Coordinate with internal departments and external stakeholders regarding document submissions and records.
• Recommend improvements to document management systems and processes to enhance efficiency.

Technical Skills:

• Strong knowledge of document control and records management practices.
• Excellent filing, organizational, and record-keeping skills.
• High level of accuracy and attention to detail.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Ability to manage both physical and electronic document management systems.
• Good written and verbal communication skills.
• Strong time management and ability to prioritize multiple tasks.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Basic understanding of architectural drawings and technical documentation is desirable.
• Ability to work independently as well as collaboratively within a multidisciplinary team.

Soft Skills and Competencies:

• Accuracy and completeness of document records.
• Timeliness of document processing and retrieval.
• Compliance with document control procedures.
• Efficiency of filing and archiving systems.
• Reduction in lost, misplaced, or outdated documents.
• Responsiveness to internal document requests.
• Highly organized and methodical.
• Detail-oriented with a commitment to quality.
• Dependable, trustworthy, and professional.
• Proactive and able to work with minimal supervision.
• Strong interpersonal skills and a customer-service mindset.