Document Controller

Onsite Document Controller

Department

Project / Construction / Engineering

Location

Onsite / Project Site

Reports To

Project Manager / Document Control Manager

Job Summary

The Onsite Document Controller is responsible for managing, maintaining, and controlling all project documentation at the site level. The role ensures that drawings, technical documents, correspondence, transmittals, submittals, inspection records, reports, and other project records are properly received, registered, distributed, tracked, updated, and archived in accordance with company and project procedures.

The Document Controller will coordinate closely with the project team, consultants, contractors, subcontractors, and head-office document control team to ensure that the latest approved information is available to the relevant personnel at all times.

Key Responsibilities

• Manage the day-to-day document control activities at the project site.
• Receive, register, distribute, and track incoming and outgoing project documents.
• Maintain accurate document registers and ensure all documents have proper revision and status information.
• Control and distribute approved drawings, specifications, method statements, material submittals, RFIs, technical submittals, and other project documents.
• Ensure superseded and obsolete documents are properly identified, withdrawn, and archived.
• Maintain hard-copy and electronic filing systems in accordance with project requirements.
• Prepare and issue document transmittals to consultants, contractors, subcontractors, and project stakeholders.
• Track document submissions, reviews, approvals, comments, and resubmissions.
• Follow up with relevant stakeholders on overdue documents, approvals, and responses.
• Maintain drawing registers and ensure the latest approved/revised drawings are available at the site.
• Coordinate with engineering and construction teams regarding document status and revisions.
• Maintain records of correspondence, letters, site instructions, technical queries, RFIs, NCRs, inspection requests, and other project records.
• Support the preparation of document control reports and status reports.
• Scan, upload, rename, index, and archive project documentation as required.
• Ensure documents are stored and managed according to company and client document control procedures.
• Assist with project handover documentation, including as-built drawings, O&M manuals, warranties, certificates, and final project records.
• Support internal and external audits by providing required documentation and records.
• Ensure confidentiality and security of project information.
• Perform other document control and administrative duties as assigned by the Project Manager or Document Control Manager.

Required Qualifications

• Diploma or Bachelor's degree in Business Administration, Engineering, Information Management, or a related field.
• 3–7 years of relevant document control experience, preferably in construction, engineering, infrastructure, or MEP projects.
• Previous onsite/project experience is preferred.
• Good understanding of document control processes and project documentation workflows.
• Experience working with drawings, technical submittals, RFIs, transmittals, and project correspondence.

Technical Skills

• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with document management systems such as Aconex, Autodesk Construction Cloud, Procore, SharePoint, EDMS, or similar platforms.
• Ability to maintain document registers and tracking logs accurately.
• Good knowledge of document numbering, revision control, distribution, and filing procedures.
• Ability to work with PDF documents, scanning, indexing, and electronic document archiving.

Key Competencies

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Good written and verbal communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Ability to coordinate effectively with engineers, consultants, contractors, and site personnel.
• Proactive approach to document follow-up and tracking.
• Ability to work independently as well as part of a project team.
• Professional and confidential handling of project information.
• Ability to work effectively in a fast-paced onsite environment.

Key Performance Indicators (KPIs)

• Accuracy and completeness of document registers.
• Timely distribution of project documents.
• Effective revision and status control.
• Timely follow-up of pending submissions and approvals.
• Availability of current approved documents at site.
• Proper filing and retrieval of project records.
• Compliance with project and company document control procedures.
• Successful completion of project handover documentation.

Working Conditions

• Full-time position based at the project site.
• Regular interaction with construction, engineering, QA/QC, procurement, commercial, and project management teams.
• May require working extended hours or weekends depending on project requirements and deadlines.

Pay: AED1.00 per month

Work Location: In person