Document Controller-Procurement Data Center

Manage procurement and supplier documentation for data centre projects, keeping records accurate, complete, traceable and easy to retrieve. The role supports purchasing, logistics, finance and project teams by maintaining controlled records through each stage of a transaction.

Key Responsibilities

• Register, classify, distribute, file and archive procurement documents in electronic and physical systems.
• Maintain Purchase Requisition and Purchase Order records, including amendments, revisions, cancellations and approvals.
• Organise RFQs, supplier quotations, quotation comparisons, commercial clarifications and supplier submissions.
• Track procurement contracts, agreements, delivery notes, goods received notes, packing lists and shipping records.
• File supplier invoices with the relevant purchase orders and follow up on missing documents or approvals.
• Check references, dates, numbering, completeness and confidentiality before records are registered or circulated.
• Prepare records for internal and external audits and report on missing, pending, completed and archived documents.

Requirements and Qualifications

• Diploma or bachelor’s degree in Business Administration, Procurement, Supply Chain, Logistics or a related discipline.
• Five to seven years of document-control experience.
• Procurement, purchasing, supply-chain, logistics or data-centre support experience is an advantage.
• Good understanding of purchasing records and Microsoft Office applications.

Skills

• Document register management
• Accuracy and confidentiality
• Microsoft Office and records retrieval
• Coordination with Procurement, Finance and Logistics

Role Focus

Careful record keeping is essential because purchase approvals, deliveries, supplier payments and audit checks depend on reliable documentation. The controller should follow approved procedures, maintain clear version history and respond promptly to document requests from authorised colleagues.

Across the role, clear communication, accurate information and timely follow-up help maintain dependable work standards. The successful candidate should follow applicable procedures, keep stakeholders informed, handle records or resources responsibly, and raise questions or risks early so that work can progress with fewer avoidable delays.