Site Document Controller (Contractor)

GIBB Mining is a multi-disciplinary engineering design and project management enterprise specialising in innovative and sustainable techno-economic holistic solutions for mining projects from concept stage to commissioning and handover. Here you will find an environment conducive to helping you make the most of your abilities and skills.

GIBB Mining a subsidiary of the GIBB Group is looking for another talented professional to complement their team in the form of a Site Document Controller.

We welcome your application if you meet the requirements listed below for this position.

The below listed responsibilities and requirements is assessed during the interview stages and will further be confirmed with the relevant professional references that you currently are or have reported to in your previously two positions.

Core purpose:

To manage control track distribute and maintain all project documentation and drawings using approved document control systems ensuring accuracy compliance traceability correct version control and timely information flow to all project stakeholders.

Key Performance Areas

• Maintain accurate site records
• Filing management
• Document control
• Internal communication
• nformation flow
• Office management
• Attributes:

- Punctuality
- Accuracy
- Responsiveness

Core Competencies

• Communication Skills - Clear verbal and written communication with contractors site staff and management. Ability to draft professional correspondence and meeting minutes. Active listening to ensure instructions and updates are correctly understood.
• Attention to Detail - Accuracy in documentation filing and compliance records. Vigilance in spotting errors or inconsistencies in reports and permits.
• Organizational Ability - Prioritizing tasks effectively in a fast-paced site environment. Managing multiple deadlines without compromising quality. Maintaining structured filing and document control systems.
• Confidentiality & Integrity - Handling sensitive project and personnel information discreetly. Upholding ethical standards in financial and HR-related tasks.
• Adaptability & Flexibility - Adjusting to changing site schedules priorities and unexpected challenges. Willingness to learn new digital tools or processes.
• Interpersonal Skills - Building positive relationships with site staff contractors and external stakeholders. Diplomacy in resolving minor conflicts or misunderstandings. Team-oriented mindset to support site operations.
• Problem-Solving - Proactive in identifying administrative bottlenecks and suggesting improvements. Resourcefulness in handling logistical or documentation issues.
• Time Management - Meeting deadlines for reports compliance submissions and payroll. Balancing routine tasks with urgent requests.
• Professionalism & Reliability - Consistent punctuality and dependability. Presenting a professional image as the first point of contact for visitors.
• Stress Management - Remaining calm under pressure during peak construction phases. Maintaining efficiency despite tight deadlines or demanding stakeholders.

Responsibilities

• Ensure Technical document and drawing numbers are allocated.
• Ensure Technical documents/drawings are registered in DMS
• Ensure Technical documents/drawings are released and distributed under cover of a Transmittal Note
• Ensure Master hard copy storage of Technical and Contractor Deliverable documents/drawings
• Discuss documentation problems and their solutions with the relevant owner of the document
• Prepare Document Control Reports from DMS for the Project Manager / Construction Manager
• Discuss any deficiencies requirements problems with DMS with Project Manager / Construction Manager
• System / Application refer to relevant parties
• Obtain documentation routing details i.e. Document Distribution matrices and other input data from the Project Manager / Construction Manager and ensure implementation thereof
• Find Drawings
• Source the complete Engineering and Contractor (Vendor) Deliverable lists from Engineering and bulk update into the specified document control system. Maintain this list in conjunction with Engineering
• Ensure that you comply with QMS procedures and policy
• Update SharePoint of documentation on the specified document control system
• Ensure that all Incoming and Outgoing Technical documentation is controlled and recorded
• Ensure that documents for Internal and External review are issued and recorded
• Ensure that all documents are correctly filed
• Ensure that Design and Contractor (Vendor) documentation is processed in accordance with Company/ Client procedures
• Provide support to all project participants in the Document Control practice
• Ensure that Administrative tasks including filing copying etc. are executed as required in the role
• Ensure that Document Control Procedures and Work Instructions are implemented and conformed to.
• Liaise with Contractors (i.e. their appointed person for handling documentation) on day-to-day Document Control related issues and provide focal point for Contractor Document Control related queries.
• Prepare all documentation for archiving. Liaise with IT or the specified document control system Functional/Technical Team to organize electronic archive
• Close Out receive documentation and collate the project
• Set up and maintain Distribution Matrix and Contact Lists
• Advise the Project team on the specified document control system structure or liaise with the specified document control system functional/technical team to ensure the best possible the specified document control system structure is adopted
• Ensure reporting from the Document Control data is accurate
• Maintain confidentiality of documentation
• Manage the electronic transfer of documents and data to Internal and External Clients including (if required) posting of documentation to the specified document control system Contractor area or other method of distribution as part of the Procurement and Construction enquiry processes
• Any other Document Control related task as delegated/instructed by the Project Manager / Construction Manager.

Qualifications

• Grade 12 / Administration Diploma

Experience

• Minimum of 3 years as document controller for a construction site or organisation
• MS Office Suite / SharePoint or similar
• Document Control Management System