Document Controller

Every Detail Matters. Every Document Tells a Story.

Aidea is looking for a Document Controller to lead the flow of information across teams. In this role, you'll build systems, maintain order, and ensure that every version, every approval, every file is exactly where it needs to be—accurate, secure, and ready when it counts.

You'll bring structure to complexity. Calm to coordination. And clarity to collaboration.

If you believe that great work begins with great organization, we'd love to hear from you.

Responsibilities:

Create, maintain, and implement document control systems and procedures for efficient document management.

Monitor and manage document tracking, version control, approvals, and secure disposal of outdated files.

Review and edit documents to ensure accuracy, completeness, and compliance with internal and regulatory standards.

Generate reports for auditors and escalate issues related to non-compliance.

Attend and monitor DM-related meetings, manage meeting logistics, take minutes, and issue timely communications to stakeholders.

Liaise with project teams to ensure documents meet requirements and ensure timely responses to correspondences.

Provide training and guidance to employees on document control procedures and systems.

Create and manage standardized templates and forms; scan and convert documents as needed.

Maintain confidentiality of sensitive documents and stay updated on best practices in document control.

Utilize electronic document management systems and Microsoft tools such as Excel, Word, Outlook, and MS Teams.

Essential Skills:

Strong organization and document management skills.

Excellent communication and collaboration abilities across teams.

High attention to detail and accuracy.

Strong sense of confidentiality and professional ethics.

Proficient in Microsoft Office (Word, Excel, Outlook, MS Teams) and electronic document management systems.

Qualifications:

At least 3–5 years of experience in document control or a similar role.

Proven experience in managing both digital and physical documentation.

Familiarity with industry document control standards and best practices.

Background in architecture, engineering, or construction projects is an advantage.

Can start ASAP.