Document Controller / Executive Assistant
Role Overview
The Document Controller oversees document control across one or more projects, managing project documents, technical records, drawings, and correspondence to company, contractual, and quality standards.
The role also provides executive and administrative support to project leadership and facilitates communication, coordination, and information management.
Key Skills for This Role
Full Job Posting
About Artelia
Artelia is an international engineering, consulting, and project management group working across infrastructure, buildings, mobility, water, and energy.
The Middle East team is described as multicultural and growing.
The role
The Document Controller oversees document control across one or more projects, managing project documents, technical records, drawings, and correspondence to company, contractual, and quality standards.
The role also provides executive and administrative support to project leadership and facilitates communication, coordination, and information management.
Responsibilities
- Lead project document control throughout the lifecycle and maintain registers, transmittals, correspondence logs, technical submissions, design documents, and project records.
- Administer Aconex, SharePoint, Autodesk Construction Cloud, or similar document platforms, supporting data integrity and accessibility.
- Control review, approval, distribution, archiving, receipt, revisions, tracking, and distribution of project documentation and technical records.
- Prepare document control reports, KPI dashboards, overdue registers, and status summaries.
- Lead turnover of as-built documents, O&M manuals, warranties, commissioning records, and final project dossiers.
- Provide executive support to operations leadership, managing confidential correspondence, meetings, calendars, travel, presentations, reports, and stakeholder communication.
What you bring
- Bachelor’s degree or diploma in Business Administration, Information Management, Engineering, Records Management, or a related discipline.
- At least 15 years of document control and information management experience in engineering consultancy, construction, infrastructure, or major multidisciplinary projects.
- Advanced knowledge of EDMS, including Aconex, SharePoint, Autodesk Construction Cloud, ProjectWise, or equivalent platforms.
- Strong understanding of document control, records management, ISO 9001, and project quality management systems.
- Previous executive assistance, project administration, or management support experience in relevant engineering, construction, infrastructure, or project management environments.
- Extensive experience managing engineering drawings, technical submittals, RFIs, correspondence, and contractual documentation.
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