Documentation Manager

🏗 We're Hiring: Documentation Manager

📍 Location: United Arab Emirates (Remote)

🕒 Employment Type: Full-Time

💼 Experience Level: Mid-Level to Senior

🌐 Work Arrangement: Fully Remote

About Us

We are a construction-focused organization committed to delivering complex projects through disciplined documentation management, information control, compliance, quality assurance, and collaborative project delivery.

Our distributed teams collaborate across Project Management, Construction, Engineering, Procurement, Commercial, Legal, Finance, Design, Quality, HSE, Consultants, Contractors, Subcontractors, and Executive Leadership to ensure accurate, timely, secure, and well-organized project documentation throughout the project lifecycle.

The Role

We are seeking an experienced Documentation Manager to lead document management, document control, information governance, records management, reporting, compliance, and project information coordination across construction and development projects.

The ideal candidate will establish and maintain effective documentation systems and processes from project initiation and tender through design, procurement, construction, completion, handover, and final closeout.

Key Responsibilities

• Develop and implement documentation management strategies, procedures, standards, workflows, and governance frameworks aligned with project and organizational requirements.
• Manage project documentation throughout the complete project lifecycle, from tender and pre-construction through construction, completion, handover, and closeout.
• Establish and maintain document control systems, registers, workflows, naming conventions, revision controls, filing structures, and information-management procedures.
• Manage incoming and outgoing correspondence, transmittals, technical submissions, drawings, specifications, reports, approvals, instructions, and other project records.
• Coordinate documentation requirements across Project Management, Construction, Engineering, Procurement, Commercial, Legal, Finance, Design, Quality, HSE, Consultants, Contractors, and Subcontractors.
• Ensure all project documents are correctly classified, reviewed, approved, distributed, archived, and retained in accordance with established procedures.
• Monitor document revisions, superseded documents, approval status, outstanding submissions, responses, and required actions.
• Maintain comprehensive document registers, drawing registers, correspondence logs, transmittal registers, submittal trackers, RFI logs, approval trackers, and records databases.
• Establish document-review and approval workflows to ensure submissions are processed within required contractual and project timeframes.
• Monitor compliance with project documentation standards, contractual requirements, client procedures, quality-management systems, and applicable regulatory requirements.
• Coordinate the preparation, compilation, review, and submission of project reports, technical documentation, handover records, operation and maintenance manuals, as-built documentation, and closeout files.
• Ensure accurate document traceability and maintain complete audit trails for project decisions, approvals, revisions, instructions, and communications.
• Support project teams in retrieving historical records, correspondence, approvals, drawings, specifications, and other information required for technical, commercial, contractual, or legal purposes.
• Establish and monitor key performance indicators (KPIs) including document turnaround time, approval-cycle performance, overdue submissions, document accuracy, revision compliance, response times, and outstanding documentation.
• Conduct regular audits of project documentation systems and identify gaps, inconsistencies, duplication, missing records, and compliance risks.
• Coordinate with IT and project teams to maintain effective document-management platforms, collaboration systems, access controls, and information-sharing processes.
• Manage document permissions and ensure confidential or sensitive project information is appropriately controlled.
• Train project personnel, consultants, contractors, and subcontractors on document-control procedures, workflows, naming conventions, and submission requirements.
• Support project closeout by ensuring all required documentation is complete, properly indexed, approved, archived, and transferred to the relevant stakeholders.
• Identify documentation and information-management risks and develop mitigation strategies to protect project records, compliance, traceability, and business continuity.
• Provide management with regular documentation-status reports, dashboards, compliance updates, and recommendations for improving information-management performance.

Ideal Candidate

The successful candidate should have strong experience in document management, document control, information management, records management, or construction/project administration , preferably within construction, engineering, infrastructure, real estate, or other project-based environments.

The candidate should demonstrate:

• Strong knowledge of document-control principles and project information management.
• Experience managing large volumes of technical and commercial documentation.
• Excellent organizational and attention-to-detail skills.
• Strong understanding of document revision, approval, distribution, and archival processes.
• Experience working with multidisciplinary project teams and external stakeholders.
• Strong written and verbal communication skills.
• Ability to manage competing priorities and strict submission deadlines.
• Familiarity with document-management and collaboration platforms.
• Strong understanding of confidentiality, information security, auditability, and document governance.
• Ability to establish structured documentation systems and continuously improve existing processes.