Documents Controller

• Manage all incoming and outgoing project and company documents, ensuring they are properly registered, tracked, distributed, and archived.
• Maintain accurate document control registers, logs, trackers, and filing systems.
• Manage document numbering, revision control, status tracking, and document distribution.
• Ensure that only the latest approved versions of documents are available to relevant stakeholders.
• Receive, check, register, and distribute technical and commercial documents, drawings, reports, correspondence, submittals, and other project documentation.
• Prepare and issue document transmittals and maintain records of all submissions and approvals.
• Track document submissions, reviews, comments, approvals, and responses to ensure timely closure.
• Maintain both electronic and hard-copy document filing systems in an organized and easily retrievable manner.
• Coordinate with Project Managers, Engineers, Consultants, Contractors, Procurement, QA/QC, and other departments regarding document submissions and requirements.
• Upload and manage documents through Electronic Document Management Systems (EDMS), SharePoint, Aconex, or other relevant document management platforms.
• Monitor document revisions and maintain a clear history of changes and approvals.
• Ensure documents are properly named, categorized, indexed, and stored in accordance with established procedures.
• Maintain confidentiality and appropriate access controls for sensitive and controlled documents.
• Support internal and external audits by providing accurate documentation and records when required.
• Prepare regular document status reports, submission trackers, and other reports as requested by management.
• Follow company document control procedures, quality requirements, and project-specific standards.
• Identify documentation discrepancies, missing information, or overdue submissions and coordinate with the relevant parties for resolution.
• Ensure proper archiving and retention of completed and superseded documents.
• Perform any other duties related to document control and administrative support as assigned by management.

Desired Candidate Profile

• Bachelor’s degree or Diploma in Business Administration, Engineering, Information Management, or a related field is preferred.
• 3–5 years of experience in Document Control, preferably within construction, engineering, infrastructure, facilities management, or a project-based environment.
• UAE experience is preferred.
• Strong knowledge of document control procedures and document lifecycle management.
• Experience with document management systems such as Aconex, SharePoint, EDMS, or similar platforms.
• Good knowledge of Microsoft Office, particularly MS Excel and MS Word.
• Experience in maintaining document registers, transmittals, revision logs, and submission trackers.

Required Skills

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Good written and verbal communication skills.
• Ability to manage multiple documents, priorities, and deadlines simultaneously.
• Strong coordination and follow-up skills.
• Ability to work effectively with different departments, consultants, contractors, and clients.
• High level of confidentiality and professionalism.
• Ability to work independently as well as part of a team.
• Good analytical and problem-solving skills.

Preferred Experience

Experience in handling the following documentation would be an advantage:

• Technical Drawings
• Shop Drawings
• Material Submittals
• RFIs
• Method Statements
• Inspection Requests
• Contracts and Correspondence
• Technical Reports
• Project Specifications
• QA/QC Documentation
• Procurement Documentation
• Project Close-out and Handover Documents

Language

• Excellent English communication skills.