Document Controller (m/f/d)

Job Purpose

Document Management & Control

• Implement and maintain document control procedures in accordance with company standards and project requirements.
• Ensure all incoming and outgoing project documents are properly logged, tracked, and archived.
• Maintain up-to-date registers for drawings, technical documents, RFIs, submittals, and correspondence.
• Manage document numbering, version control, and classification systems.
• Ensure documents are reviewed, approved, and distributed in a timely manner.

Electronic Document Management System (Edms)

• Administer and maintain EDMS platforms (e.g., Aconex, SharePoint, or similar).
• Upload, index, and retrieve documents efficiently within the system.
• Ensure accurate metadata tagging for easy retrieval and audit compliance.
• Provide training and guidance to team members on EDMS usage.

Project Coordination Support

• Liaise with engineers, contractors, consultants, and stakeholders to ensure document accuracy and completeness.
• Assist project teams in preparing document submissions and deliverables.
• Monitor document submission timelines and highlight delays or discrepancies.
• Coordinate with procurement and quality teams for documentation related to materials and approvals.

Compliance & Quality Assurance

• Ensure all documentation complies with standards, regulatory requirements, and environmental policies.
• Conduct regular audits of document control processes to ensure data integrity.
• Maintain confidentiality and security of sensitive project information.
• Support ISO certification compliance (e.g., ISO 9001, ISO 14001).

Reporting & Tracking

• Generate regular reports on document status, submission logs, overdue items, and workflow progress.
• Track revisions and maintain historical records of all project documentation.
• Prepare dashboards and metrics related to document control performance.

Archiving & Handover

• Ensure proper archiving of project documents at key milestones and project completion.
• Prepare final documentation packages for project handover to operations.
• Ensure all records are stored in accordance with company retention policies.

Qualifications & Education

• Bachelor’s degree or diploma in Business Administration, Engineering, Information Management, or related field.
• Certification in Document Control or Records Management (preferred).

Experience

• 2–4 years of experience in document control roles, preferably in construction, renewable energy, or large infrastructure projects.
• Experience working in the UAE or GCC region is highly desirable.
• Familiarity with sustainability-focused developments or smart city projects is a plus.

Technical Skills

• Proficiency in EDMS tools such as Aconex, SharePoint, EDMS, or similar platforms.
• Advanced knowledge of Microsoft Office Suite (Excel, Word, PowerPoint).
• Understanding of document lifecycle management and workflow systems.
• Familiarity with engineering drawings and technical documentation standards.

Core Competencies

• Strong organizational and time-management skills.
• High attention to detail and accuracy.
• Effective communication and stakeholder coordination skills.
• Problem-solving and analytical thinking.
• Ability to manage multiple priorities under tight deadlines.

Behavioral Competencies

• Integrity and confidentiality in handling sensitive information.
• Collaborative mindset with cross-functional teams.
• Adaptability in a fast-paced, project-driven environment.

Working Conditions

• Office-based role with occasional site visits.
• May require extended hours during peak project phases.

About The Client

Key Performance Indicators (Kpis)

• Accuracy and completeness of document records
• Turnaround time for document processing
• Compliance with document control standards
• Reduction in document-related errors or delays
• Successful audit outcomes
• Document Controller in Abu Dhabi, United Arab Emirates