Document Controller

Key Responsibilities:

• Manage the complete document-control lifecycle for a high-rise, five-star hotel renovation project.
• Administer the project’s Electronic Document Management System, such as Aconex, Procore, or SharePoint.
• Register, number, classify, distribute, track, retrieve, and archive all project documents and correspondence.
• Process incoming and outgoing letters, RFIs, technical submittals, shop drawings, method statements, inspection requests, site instructions, and reports.
• Ensure compliance with approved document numbering, naming conventions, templates, workflows, and distribution matrices.
• Maintain accurate revision control and ensure project teams use only the latest approved documents.
• Track consultant review periods, contractor resubmissions, approvals, and overdue documents.
• Issue reminders and escalation alerts for outstanding reviews, responses, and submissions.
• Maintain document registers, drawing logs, correspondence trackers, and transmittal records.
• Prepare weekly and monthly document-control reports and performance metrics.
• Conduct regular quality checks to ensure the accuracy, completeness, and traceability of project records.
• Coordinate document workflows with the client, consultant, contractor, engineers, and site inspectors.
• Maintain the confidentiality and controlled access of sensitive project information.
• Organize closeout and handover packages, including as-built drawings, O&M manuals, warranties, test certificates, and authority approvals.
• Ensure all final project records are properly indexed, archived, and transferred to the client.

Minimum Requirements:

• Bachelor’s degree, diploma, or professional qualification in Document Control, Information Management, Business Administration, or a related field.
• Minimum 15 years of document-control experience within engineering, construction, or project-management consultancies.
• Proven experience supporting large commercial buildings, high-rise developments, five-star hotels, or major renovation projects.
• Advanced proficiency in EDMS platforms, particularly Aconex, Procore, or SharePoint.
• Strong knowledge of document numbering, revision control, transmittals, technical-submittal workflows, and project filing systems.
• Experience managing drawings, RFIs, material submittals, method statements, correspondence, and closeout documentation.
• Proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Strong ability to prepare and maintain registers, trackers, dashboards, and document-status reports.
• Excellent organisational skills, attention to detail, accuracy, confidentiality, and process discipline.
• Ability to manage high volumes of documents while meeting strict deadlines.
• Previous experience working for an engineering or construction supervision consultancy is required.
• Experience compiling as-built drawings, O&M manuals, warranties, and final handover packages is essential.
• Experience in Madinah Central Area or similarly complex projects is preferred.
• Professional certification in document control or electronic information management is an advantage.
• Fluency in written and spoken English is mandatory; Arabic is preferred.