Document Controller at Vantegral Consulting

Overview

• We are looking for a skilled Document Controller to take ownership of the full document lifecycle within our bids and tenders function.
• As Document Controller, you will ensure that every document is properly created, reviewed, approved, distributed, stored, tracked, and archived.
• Your role is critical in maintaining accuracy, version control, and controlled access so that teams always work from the correct and latest approved information.
• This prevents errors, supports compliance, and enables high-quality, professional bid submissions.

Key Responsibilities

• Manage the complete lifecycle of all bid and tender documents ( from creation and registration through to final archiving.)
• Maintain an accurate Master Document Register and enforce strict version control and revision tracking.
• Control the flow of documents through review and approval processes to ensure only authorized versions are used.
• Distribute documents to the right stakeholders at the right time while maintaining confidentiality.
• Securely store both electronic and hard-copy documents in accordance with company procedures.
• Track document status and produce clear reports for the bid team and management.
• Ensure full compliance with company document control standards, quality management systems (e.g. ISO 9001), and client requirements.
• Prepare complete and compliant bid submission packages.
• Support internal and external audits by providing clear and complete document trails.
• Continuously improve document control processes within the bids and tenders environment.

Requirements

• Possess a Diploma or Degree in Business Administration, Engineering, Project Management, Information Management, or a related field (or equivalent practical experience) with  4 – 7 years’ experience as a Document Controller, with proven experience managing controlled documents in a project or commercial environment.
• Strong understanding of document lifecycle management, version control, and document registers.
• Experience supporting bids, tenders, or proposal processes is highly desirable.
• Hands-on experience with electronic document management systems (e.g. Aconex, SharePoint, Procore, or similar).
• Exceptional attention to detail and organizational skills.
• Ability to work accurately under pressure and meet tight deadlines.
• High level of discretion when handling confidential information.
• Proficient in Microsoft Office (particularly Excel, Word, and Outlook).
• Clear communication and coordination skills.