Document Controller

Company Overview

Role Overview

Document Controller/ Project Administrator

Document Control

• Manage and maintain project document control systems (e.g., Aconex, SharePoint, or equivalent)
• Ensure all incoming and outgoing documents are properly logged, tracked, and distributed
• Maintain document registers, version control, and filing systems
• Ensure compliance with company standards and project requirements for document management
• Archive project documentation and maintain accurate records for audit and close-out purposes

Project Administration

• Provide day-to-day administrative support to project teams
• Prepare and format reports, letters, meeting minutes, and presentations
• Coordinate internal and external meetings, including scheduling, agendas, and follow-ups
• Support project reporting processes and ensure timely submission of deliverables
• Assist in tracking project actions, deadlines, and key deliverables

Secretarial Support

• Provide administrative and secretarial support to senior team members and project leadership
• Manage calendars, appointments, and travel arrangements where required
• Handle correspondence, emails, and document preparation on behalf of management
• Maintain professional communication with internal and external stakeholders

Coordination & Communication

• Act as a central point of contact for document flow between stakeholders
• Liaise with consultants, contractors, and internal teams to ensure timely document exchange
• Support onboarding/offboarding documentation and coordination where required
• Ensure adherence to company processes and administrative standards

Qualifications

• Degree or diploma in Business Administration, Project Management, or a related field
• Proven experience as a Document Controller, Project Administrator, or Secretary within construction, consultancy, or engineering environments
• Experience working with document control systems (e.g., Aconex, EDMS platforms)
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Excellent organizational skills with strong attention to detail
• Strong communication skills (written and verbal)
• Ability to manage multiple tasks and work in a fast-paced environment
• **Available immediately or on short notice preferred**

Desirable Attributes

• Experience working on construction or PMC projects in the UAE
• Familiarity with ISO processes and document control standards
• Proactive, reliable, and able to work independently
• Professional, well-presented, and confident in stakeholder interactions

Application