Document Controller

Roles and responsibilities

• Document Management: Manage, organize, and maintain all project-related documents, including drawings, contracts, specifications, correspondence, reports, and technical documents, ensuring they are filed and readily accessible.
• Document Tracking: Ensure that all incoming and outgoing documents are logged, tracked, and distributed to the relevant stakeholders in a timely manner.
• Version Control: Maintain proper version control and document revision histories, ensuring that all stakeholders are working with the most up-to-date information.
• Coordination with Project Teams: Work closely with the project managers, engineers, and other team members to ensure that all documents are correctly processed and distributed, adhering to project requirements and timelines.
• Document Review and Approval: Assist in the review, processing, and approval of documents in line with project procedures and ensure compliance with internal and client requirements.
• Database Management: Maintain and update a digital filing system for the project, using Document Management Software (e.g., Aconex, Procore, or similar), ensuring all records are accurately stored and easily retrievable.
• Tracking of Deliverables: Monitor and ensure that project deliverables are submitted on time and are in accordance with project milestones. Follow up on document submissions, ensuring that delays are flagged and managed.
• Reporting: Prepare regular status reports on the document control process and document submissions for senior management and the client.
• Archiving and Retrieval: Archive all project documentation in compliance with company and client requirements, ensuring proper storage for future retrieval.
• Quality Control: Ensure all documents are accurate, consistent, and complete before submission or distribution. Ensure compliance with document control procedures and audit requirements.
• Coordination with Contractors and Clients: Communicate with subcontractors, vendors, and clients to ensure timely exchange of documents, approvals, and feedback.

Desired candidate profile

• Education: Relevant qualification in Document Control, Business Administration, or a related field.
• Experience:

• Over 5 years of experience in document control, preferably in large-scale construction or infrastructure projects.
• Experience in managing documentation for underground utilities infrastructure and roadworks projects is highly desirable.

• Technical Skills:

• Proficiency in Document Management Systems (e.g., Aconex, Procore, SharePoint, etc.).
• Strong Microsoft Office skills (Excel, Word, Outlook).

• Attention to Detail: High level of attention to detail, ensuring that all documents are correctly filed, versioned, and tracked.
• Organizational Skills: Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Communication Skills: Strong verbal and written communication skills in English (Arabic is a plus). Ability to liaise effectively with project teams, contractors, and clients.
• Problem-Solving: Ability to identify and resolve document-related issues efficiently to avoid delays or confusion on the project.
• Familiarity with Construction Standards: Knowledge of industry standards and best practices for document control within the construction and infrastructure sector.
• Knowledge of UAE Construction Regulations: Understanding of UAE regulations and requirements in document management for construction projects is an advantage.