Department: Project Management Office (PMO)

Location: Baku, with potential for travel to project sites as required.

Reports To: Head of PMO

Position Summary:

The Document Controller (DC) is responsible for managing, tracking, and ensuring timely submission, approval, and distribution of all project documents. This role maintains organized records, ensures compliance with project standards, and facilitates smooth document workflows.

Key Responsibilities:

• Document Management: Organize, track, and ensure timely submission of procurement documents, contracts, drawings, and MOMs.
• Maintain Logs & Records: Keep updated logs for MARs, NCRs, MOSs, and MOMs, ensuring easy access and version control.
• MOM Management: Record and distribute meeting minutes, ensuring clear action points and follow-ups.
• Document Tracking & Follow-Ups: Monitor outstanding documents and chase approvals to prevent project delays.
• Distribution & Version Control: Ensure timely distribution of critical documents and maintain tracking.
• Compliance & Security: Ensure adherence to internal, contractual, and regulatory document control procedures.

Key Action Steps & Expected Outcomes:

Action                                             

• Control & Share MOMs    
• Track & Chase Documents  
• Maintain Logs & Records     
• Ensure Timely Distribution     
• Track & Manage Changes     

Outcome

• Clear communication and accountability.
• Prevent delays due to missing approvals.
• Easy document retrieval and compliance.
• Smooth project execution.
• Teams work with the latest versions.

Qualifications & Skills:

• Education: Bachelor’s degree in business administration, Construction Management, Engineering, or a related field (preferred but not mandatory).
• Experience: 3+ years of experience in document control, records management, or project administration within construction or fit-out projects.
• Experience in working with Material Approval Requests (MARs), Technical Drawings, NCRs, and Contracts is an advantage.
• Technical Skills: Proficiency in document management software, Microsoft Office (Excel, Word, Outlook), and project tracking tools.
• Knowledge of construction documentation standards and procedures.

Soft Skills:

• Strong organizational skills and attention to detail.
• Excellent communication skills for document coordination with project stakeholders.
• Ability to track, monitor, and follow up on documentation deadlines proactively.
• Ability to prioritize tasks effectively and work under pressure in a fast-paced environment.
• Problem-solving skills to resolve document-related issues efficiently.
• Language Requirements:  Fluency in Azerbaijani; intermediate proficiency in English, Turkish and Russian is required.

What we offer:

• Medical insurance
• Professional development opportunities

Candidates are required to submit their CVs with subject “Document Controller” to [email protected] with copy to [email protected] and [email protected]