Document Controller

Overview

Job Description

• We are seeking a detail-oriented and organized Document Controller to join our team in Abu Dhabi, United Arab Emirates.
• In this role, you will be the backbone of our information management operations, ensuring that all project-related documentation is meticulously handled, stored, and accessible to authorized team members.
• You will play a critical role in maintaining the integrity of our document management systems while upholding the highest standards of security, confidentiality, and compliance.
• If you're passionate about precision, process improvement, and supporting collaborative teams, we'd love to hear from you.
• Set up, scan, copy, and store project-related documents in both physical and digital formats, ensuring appropriate organization and accessibility
• Create and maintain document templates that standardize processes and enhance efficiency across the organization
• Manage incoming requests for documentation and distribute project information securely to authorized team members
• Maintain and organize filing systems for both physical and digital records, ensuring all materials are stored according to established protocols
• Monitor and manage document versions, ensuring that the latest versions are always readily accessible and outdated versions are properly archived
• Review and verify the accuracy of records, making necessary edits and updates to keep documentation current and compliant with organizational standards
• Ensure all documentation adheres to relevant regulatory requirements, industry standards, and organizational policies
• Liaise with project teams at all levels and external stakeholders, facilitating seamless communication and secure information distribution
• Maintain strict confidentiality regarding sensitive and proprietary documentation
• Prepare regular and ad-hoc reports on project documentation status and metrics as required
• Train and support team members on document management processes, systems, and best practices
• Analyze document-related issues and implement effective solutions to improve workflows and efficiency

Qualifications

• Proven work experience as a Document Controller or in a similar document management role
• Excellent written and verbal communication skills with strong interpersonal abilities
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint
• Hands-on experience with document management software and Common Data Environments (CDEs)
• Strong knowledge of Information Management Systems and their applications
• Exceptional attention to detail with the ability to identify and correct errors
• Excellent time management and organizational skills with the ability to prioritize multiple tasks
• Proficient typing and editing capabilities
• Strong data organization and filing systems expertise
• Analytical mindset with proven problem-solving abilities, particularly related to document management challenges
• Demonstrated ability to work collaboratively with diverse teams and across different organizational levels
• Experience with version control and document lifecycle management
• Familiarity with project management methodologies and processes
• Ability to maintain confidentiality and handle sensitive information with discretion
• Capability to train and mentor team members on document management processes
• Must be able to obtain necessary security clearances as required by the role

Additional Information

About Aecom