Job Description

A Document Controller Needed for International Interior Design Firm
Remote position for Future Cape Town Office, Candidates based in CT would be preferred.
The Document Controller is responsible for organizing, maintaining, and tracking all project documentation, ensuring that records are accurate, up-to-date, and easily accessible for the design and project teams. This role supports document management, submission tracking, and coordination across various design disciplines, ensuring efficient workflows and compliance with project requirements.
The ideal candidate is highly organized, detail-oriented, and comfortable managing digital and physical documentation, ensuring smooth project execution
Reporting to Studio Manager:
Primary Responsibilities:
Document Management & Organization:

• Maintain and update project documentation, ensuring accuracy and proper version control.
• Sort, label, and archive documents in an organized manner for easy retrieval.
• Use document management software to upload, store, and track files, ensuring information is secure and accessible.
• Convert paper documents to digital format, keeping all records properly categorized.
• Ensure compliance with document retention policies, preserving historical records as needed.
• Tracking and filing of incoming and outgoing information and communications.
• Extraction and scheduling of client comments from design progress reviews.
• Responsible for producing and tracking submission forms such as drawing registers and client submission forms.

Project Support & Coordination:

• Manage communication via online client portals such as Aconex, BIW, and other cloud based shared file systems.
• Assist in tracking and managing document approvals, RFIs, and submission deadlines, ensuring timely processing.
• Communicate document requirements and deadlines to the design team, ensuring timely submissions.
• Liaise with external consultants, contractors, and suppliers, ensuring proper documentation exchange.

Quality Control & Compliance:

• Review incoming and outgoing documents for accuracy, ensuring all submissions meet project requirements.
• Ensure document control procedures align with company standards and project needs.
• Assist in preparing document transmittals and logs, ensuring records are up to date.

General Administration

• Maintain document filing systems, ensuring consistency in naming conventions and storage.
• Assist with printing, scanning, and distributing project documentation as needed.
• Coordinate with team members to ensure efficient workflow within the studio.

Knowledge and Skill Requirements:
Qualifications:

• High school diploma or equivalent (additional certifications in administration or document control are a plus).

Experience:

• 1-3 years of experience in document control, administration, or office support (preferably within the design, architecture, or construction industry).

Skills & Competencies:

• Basic understanding of file management, version control, and document tracking.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and document management software.
• Strong attention to detail and organizational skills, ensuring accurate record-keeping.
• Good communication skills, with the ability to liaise across teams and external stakeholders.
• Ability to work independently and prioritize tasks, managing multiple documents efficiently.

Send CVs to: redlinerecruitmentcvs@gmail.com

Redline Recruitment