Document Controller (NAVFAC/US Gov Experienced)

Job Title: Document Controller

Job Description:

Countive is hiring on behalf of a US federal contractor for three (3) Document Controller positions based in the Philippines, working remotely on the P923, P941, P949 Aircraft Parking Apron Construction project at RAAF Base Darwin, Australia.

Position Summary

The Document Controller is responsible for the effective management, control, distribution, and archiving of all project documentation in accordance with NAVFAC specifications, contract requirements, project procedures, and quality management systems.

Duties and Responsibilities

Document Control & Records Management

• Establish, implement, and maintain the project document control system in accordance with NAVFAC requirements and the Project Quality Control Plan
• Register, track, distribute, and archive all incoming and outgoing project documentation including correspondence, drawings, specifications, reports, and registers
• Ensure all documents are correctly titled, numbered, version-controlled, approved, and distributed to relevant stakeholders
• Maintain document retention and archiving systems in line with contract and company requirements

Submittals Management

• Establish and maintain the Submittal Register in accordance with contract requirements
• Coordinate the preparation, submission, tracking, review, and close-out of all submittals
• Monitor submittal status, review timelines, and approval cycles to ensure compliance with NAVFAC schedules
• Distribute approved submittals to relevant disciplines

Requests for Information (RFIs)

• Maintain the RFI Register and ensure accurate logging, tracking, and close-out of all RFIs
• Coordinate with engineers, subcontractors, and the project team to ensure RFIs are prepared, reviewed, and submitted in a timely manner
• Track responses and distribute RFI answers to all relevant stakeholders
• Monitor RFI turnaround times and escalate delays where required

Daily Reports & Site Records

• Coordinate, compile, and distribute daily site reports including workforce, activities, weather conditions, and notable events
• Maintain site records including logs, diaries, and supporting documentation

Meetings & Communications

• Attend project meetings as required
• Prepare accurate and timely meeting minutes, track actions, and distribute to stakeholders
• Maintain meeting registers, action registers, and follow up on outstanding items

Drawings & Technical Documents

• Manage the receipt, distribution, and revision control of drawings and technical documents
• Ensure superseded drawings are removed from circulation and archived appropriately

Compliance & Quality Assurance

• Ensure document control processes comply with NAVFAC contract requirements, quality management systems, and company procedures
• Support audits, inspections, and reviews by providing controlled documentation and records

General Project Support

• Provide administrative and document control support to the Project Manager and project team
• Coordinate correspondence with clients, consultants, subcontractors, and suppliers
• Assist with project close-out documentation including as-built records, warranties, manuals, and final deliverables

Required Skills and Competencies

• Strong understanding of document control processes within construction projects
• Experience managing RFIs, submittals, and registers on large-scale projects
• High attention to detail and strong organisational skills
• Proficiency in document management systems and Microsoft Office applications
• Strong written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines

Qualifications and Experience

• Previous experience as a Document Controller on construction or infrastructure projects (NAVFAC or similar government projects preferred)
• Familiarity with NAVFAC contract requirements, specifications, and documentation standards is highly desirable
• Relevant qualifications in business administration, project administration, or document control are advantageous

Work Arrangement

• 3 positions available
• Work location: Philippines (remote), Philippines (hybrid/on-site)
• Reporting to: Project Manager