Document Controller

Overview

Job Description

• We are seeking a detail-oriented and organized Document Controller to join our team in Riyadh, Saudi Arabia.
• In this role, you will be the backbone of our documentation management system, ensuring that all project records, engineering documents, and correspondence are meticulously organized, easily accessible, and compliant with company standards.
• You will work collaboratively with project managers, engineers, and administrative teams to maintain comprehensive document libraries and support seamless project operations from initiation through closeout.
• Establish, maintain, and continuously update comprehensive libraries of reference documents in full compliance with company quality standards and record-keeping procedures
• Organize and correlate project and proposal records, ensuring logical categorization and easy retrieval for all stakeholders
• Prepare, type, copy, distribute, and file project correspondence, meeting minutes, and related documentation with precision and efficiency
• Assist project managers and directors in preparing detailed meeting minutes and maintaining accurate records of project discussions and decisions
• Develop and prepare operations manuals and job data books, including creating indexes, organizing materials, and coordinating timely printing and assembly
• Manage document cataloguing, packing, and long-term storage or disposal of engineering documents at project closeout, following established protocols
• Prepare and process transmittals for engineering documents and requisitions, ensuring proper documentation and tracking
• Establish and maintain computerized indexes for active engineering documents; generate customized reports as required by project managers and directors
• Maintain data distribution systems and schedules for assigned projects based on client, project, and supplier requirements
• Support office administration duties, including processing maintenance requests and coordinating materials orders
• Monitor and analyze document control metrics to identify process improvements and enhance overall efficiency

Required Qualifications

• Minimum 7 years of professional experience in a document control or similar administrative role
• Proven experience working on large-scale projects, preferably within construction supervision, engineering design consultancy, or related industries
• Proficiency with document control software platforms (such as Aconex or equivalent systems)
• Strong proficiency with MS Office suite (Word, Excel, PowerPoint, Outlook)
• Demonstrated ability to organize, analyze, and manage complex documentation systems
• Excellent written and verbal communication skills in English
• Strong attention to detail with a commitment to accuracy and quality
• Ability to work independently while collaborating effectively with cross-functional teams
• Solid time management and organizational skills with the ability to prioritize multiple tasks
• Knowledge of document control best practices and records management procedures

Preferred Qualifications

• Bachelor's degree in business administration, engineering, project management, or a related field
• Professional certification in document control or records management
• Experience with enterprise-level document management systems and databases
• Familiarity with construction or engineering project workflows
• Experience with project management tools and platforms
• Demonstrated problem-solving abilities and process improvement initiatives

Essential Skills

• Analytical and detail-oriented mindset
• Organizational and filing expertise
• Data management and database proficiency
• Ability to maintain confidentiality and handle sensitive information
• Adaptability and resilience in a dynamic work environment
• Strong interpersonal and collaborative skills

Additional Information

About AECOM