Document Controller in Berlin

We are seeking a highly organized and detail-oriented Document Controller to support our Construction and Project Management teams in managing, coordinating, and controlling all project-related documentation across multiple construction sites.

The position will be based in Berlin, Germany. Fluency in German and English is required.

The ideal candidate will be responsible for ensuring that all technical, administrative, and project documentation is properly registered, reviewed, distributed, updated, and archived in accordance with company procedures and project requirements.

Acting as a central coordination point for document management, the DOC Controller will ensure that the right information is available to the right people at the right time, supporting smooth project execution and effective communication between internal departments, site teams, clients, consultants, and subcontractors.

This role is critical to maintaining document accuracy, traceability, compliance, and consistency throughout the entire project lifecycle.

Key Responsibilities

1. Document Management & Control

• Receive, register, classify, and maintain all incoming and outgoing project documentation.
• Manage and maintain document registers, ensuring accurate tracking of document numbers, titles, revisions, status, and submission dates.
• Ensure proper version control and prevent the use of outdated or superseded documents.
• Monitor document review, approval, and distribution processes.
• Maintain organized electronic and physical filing systems.
• Ensure all project documentation is properly archived and accessible to authorized personnel.

2. Technical & Construction Documentation

• Manage and control technical documentation, including drawings, specifications, method statements, technical submittals, inspection reports, and project-related records.
• Coordinate document submissions and distribution between engineering teams, construction teams, clients, consultants, and subcontractors.
• Track drawing revisions and ensure the latest approved versions are available at construction sites.
• Monitor documentation status, identifying pending reviews, approvals, and overdue submissions.
• Support the preparation of project handover documentation, including as-built drawings, operation and maintenance manuals, and final project records.

3. Coordination & Communication

• Act as the main point of contact for document control activities across project departments and construction sites.
• Coordinate with Project Managers, Construction Managers, Engineers, Site Supervisors, and external stakeholders.
• Follow up on pending documentation, reviews, comments, and approvals.
• Distribute approved documentation to relevant stakeholders in a timely and controlled manner.
• Prepare document status reports and provide regular updates.

4. Systems & Data Management

• Maintain and update document management systems, project databases, and centralized document registers.
• Use MS Office applications, particularly Excel, and document management platforms.
• Ensure data accuracy, consistency, and compliance with document control procedures.
• Support the improvement of document management workflows and internal procedures.
• Ensure proper naming conventions, document coding, revision control, and filing standards.
• Maintain confidentiality and controlled access to sensitive project documentation.

Qualifications

Required

• Bachelor's degree in Business Administration, Engineering, Information Management, or a related field.
• Previous experience in Document Control, Project Administration, or a similar coordination role.
• Fluent in German and English (written and spoken). German language proficiency is essential for this position.
• Excellent organizational skills and strong attention to detail.
• Good knowledge of MS Office applications, particularly Excel, Word, and Outlook.
• Ability to manage large volumes of documentation and maintain accurate records.
• Strong communication and coordination skills.
• Ability to prioritize tasks, meet deadlines, and work effectively in a fast-paced project environment.

Preferred

• Experience in construction, EPC projects, industrial projects, or engineering environments.
• Familiarity with technical and construction documentation, including drawings, specifications, submittals, and as-built documentation.
• Experience with document management systems (DMS) and project management platforms.
• Familiarity with Aconex, Procore, SharePoint, Autodesk Construction Cloud, or similar systems.
• Understanding of document numbering systems, revision control, and project documentation workflows.
• Knowledge of ISO documentation standards and quality management procedures.
• Exceptional attention to detail and accuracy.
• Strong organizational and time management skills.
• Document tracking and version control.
• Effective communication and coordination.
• Proactive approach and problem-solving ability.
• Ability to multitask and work under pressure.
• Reliability and accountability.
• Strong interpersonal and teamwork skills.

What We Offer

• Competitive salary and benefits package.
• Opportunity for professional growth within a leading construction organization.
• Continuous training and development.
• Dynamic and collaborative work environment.
• Opportunity to contribute to major construction and engineering projects.