Document Controller

Quanta Philippines ROHQ provides engineering design services that support global infrastructure projects across power, industrial, and utility sectors. The engineering teams handle disciplines such as mechanical/piping, electrical/E&I, and other technical design work used in largescale energy and infrastructure systems. These services ensure Quanta's international operating units receive highquality and costeffective engineering support aligned with global standards.

Position Summary:

The Document Controller is responsible for managing and administering document control processes across engineering and project activities within Intellect Systems.

The role ensures that all project documentation is accurately processed, formatted, tracked, issued, and archived in accordance with the Intellect Systems Document Management System (DMS) and procedures.

In addition to formal document control duties, the role provides ad hoc documentation and administrative support to the broader business as required.

Key Responsibilities

1. Document Control & Review Coordination

Fulfill the roles of Document Controller and Review Coordinator.

Administer and maintain the document control procedure, DMS user guide and flowcharts

Ensure compliance across projects to the IS and client procedures.

Monitor document workflows to ensure timely review, approval, and issue.

Coordinate internal and external document reviews.

Request, administer and maintain document & drawing registers or deliverable lists on a per project basis.

Track document status and follow up with reviewers to maintain schedule alignment.

Administer and update client document management systems when required (all platforms including Aconex and Ineight Document)

2. DMS & System Administration

Process all incoming and outgoing documentation within the DMS.

Maintain accurate document registers and metadata.

Ensure correct document numbering, revision control, and distribution.

Configure document workflows in accordance with project requirements.

Apply client-specific document management system requirements where required.

3. Transmittals & Communication

Prepare outgoing transmittals and process incoming transmittals and workflows.

Liaising with client doc control and project teams as required.

Ensure accurate recording of document submissions and receipts.

Maintain traceability of all document exchanges.

Ensure compliance with client and project communication protocols.

4. Document Formatting

Format documentation in accordance with company and client templates.

Prepare documents for issue, ensuring consistency and quality.

Conduct quality checks prior to release (formatting, numbering, revision accuracy).

Issue controlled documents to relevant stakeholders.

5. Project & Client Compliance

Ensure document control activities comply with:

o Internal Quanta systems and procedures.

o Client-specific document management requirements.

o Project-specific documentation standards.

Maintain audit-ready document registers.

6. Administrative & Business Support

Provide ad hoc documentation support across the business.

Assist with preparation of reports, proposals, and presentations.

Support record keeping and structured filing practices.

Assist project managers with documentation coordination activities.

Provide general administrative assistance where required.

Key Accountabilities

Accuracy and integrity of document registers.

Timely processing of documents and transmittals.

Compliance with document control procedures.

Proper revision and version control management.

Support to engineering and project delivery teams.

Professional communication with internal and external stakeholders.

Required Experience & Skills

Minimum 5 years experience in document control within engineering, construction, utilities, or industrial projects.

Proven experience using InEight Document and TeamBinder (preferred).

Proven experience using QDMS highly advantageous.

Experience managing document transmittals and revision control.

Exposure to client-driven document management requirements.

Technical Skills

Strong understanding of document control processes.

Proficiency in InEight Document, Aconex and similar document management systems.

Advanced Microsoft Office skills (Word, Excel, Outlook).

Ability to maintain structured registers and trackers.