Document Controller

Designation: Document Controller
Location: East-Wharf Port Karachi (On-Site)
Employment Type: Contractual / Third-Party
Experience: Minimum 3 years of relevant document control experience

COMPANY OVERVIEW:
The company is a leading terminal operator managing port berths under a long-term concession with the Karachi Port Trust (KPT). It plays a critical role in facilitating Pakistans maritime trade by delivering efficient reliable and technology-driven terminal operations. With a strong focus on trade facilitation.

Core Responsibilities:

• Manage all communication and correspondence between organisation
  and counterparties (PMC Contractors Suppliers Consultants and End
  Users) in accordance with ADPG standard operating procedures using the ADPG mandated EDMS platform (Wrench).
• Develop and maintain project-specific document workflows assigning
  clear owners and approval steps at each stage to ensure accountability
  and traceability.
• Maintain up-to-date correspondence registers and highlight any
  outstanding actions or pending responses to organisation PMC Contractor or Supplier counterparts for timely closure.
• Ensure that all incoming and outgoing documents are directed to the
  correct recipients and copied in accordance with the approved Project
  Communication Plan.
• Maintain accurate and current drawing registers ensuring all latest
  revisions and necessary documents are accessible to authorised project
  personnel through the EDMS.
• Manage the distribution and tracking of Change Management approval
  forms through the internal review and approval process ensuring closure within target timelines.
• Manage the distribution of contractor and supplier invoices through the
  internal approval process and track each to completion supporting cash flow forecasting and payment control.
• Receive register and distribute revised contractor programmes weekly and monthly reports and other periodic deliverables to the relevant project stakeholders.
• Act as the first point of contact between external parties and internal
  project personnel for all document-related matters ensuring professional controlled and auditable communication.
• Support audit claim defence and dispute resolution activities by ensuring project records are complete properly version-controlled and retrievable.
• Maintain document control compliance in line with organisation and contractual standards including confidentiality and data protection requirements.

Education Qualifications & Requirements:

• Min. 16 years of education in relevant field.
• Recognized certification in Document Control / Records Management /
  EDMS is preferred (e.g. CDC Certified Document Controller or equivalent industry certification). Working knowledge of EDMS platforms (Wrench Aconex SharePoint or equivalent) is essential alongside strong proficiency in MS Office (Word Excel Outlook PowerPoint) and PDF management tools.
• Familiarity with ADPG standard operating procedures ISO 9001 / ISO 19650 information management principles and port / EPC project documentation standards is advantageous.
• Physical and mental fitness to operate in a project environment including site visits and extended working hours during peak project phases.
• Available to work extended hours including weekends and public holidays during critical project milestones.

People Management Responsibilities:

• Ensure effective administration and discipline for self and team including adherence to break schedules attendance overtime leave policies and dress code standards where applicable.
• Monitor and manage the achievement of individual and team Performance ensuring accountability and consistent performance where applicable.
• Ensure continuous training and development opportunities for self and
  direct reports; mentor and assist junior staff as needed.
• Ensure Quality Occupational Health Safety & Environmental Compliance.
• Promote & maintain a culture of self and team motivation engagement and happiness.

Strategic Responsibilities:

• Drive continuous improvement of the project control framework EDMS
  workflows and records management practices to align with evolving
  project ADPG and industry best-practice requirements.
• Capture lessons learned and embedded document control best practice
  across the project portfolio supporting standardisation and knowledge
  transfer to future ADPG project initiatives.
• Support the Project Director and Project Management Function with
  timely accurate documentation evidence to safeguard the project against contractual claim and audit exposure throughout the project lifecycle.
• Note: Additional / Other tasks and projects may be assigned as per
  requirement.