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Document Controller

Dubai, United Arab Emirates

Overview:

KEO is a creative enterprise, where innovation is a way of life. We are uniquely resourced with end-to-end services to take clients from inspiration – through conceptualization – to realization of planning, design or project delivery in the built and natural environments. For over 60 years we’ve led with vision, contributing to many of the world’s most ambitious projects, iconic places, remarkable experiences and prosperous communities.

As a highly integrated and agile AEP/PMCM firm, KEO is recognized by ENR as one of the Top 225 International Design Firms and one of the Top 20 International PM/CM Firms. We are also ranked by World Architecture as the 51st largest global architecture firm and the #1 Firm in the Middle East Region in their 2024 WA100 Survey.

We invite you to join us. Why?

When you join KEO, you’ll discover more than just a job – you’ll find a supportive environment that fosters your professional development through internal global mobility and career development and does so within a culture that supports company-wide health and well-being through on-demand counselling services and regular workplace clinics. You will be invited to celebrate community events such as sports days, fun-runs, in-house sports teams and beach clean ups. In addition to your competitive package and benefits you will have access to a suite of policies that include hybrid working arrangements, individual athletic sponsorship, study assistance sponsorship, employee referral rewards.

Responsibilities:

Our newest opportunity is for a talented Document Controller to join our award-winning team in Dubai, UAE.
This position is responsible for managing, tracking, and distributing all project documents, drawings, and correspondence while maintaining document control systems to ensure accuracy, version control, compliance with client and authority requirements, and timely access to updated information for engineers and project managers.

We envisage success in this role to include;

Oversee the proper management, organisation, and filing of all project documents.
Ensure all project-related documents are accurately recorded, indexed, and archived.
Implement and maintain document control procedures to meet project requirements and company standards.
Act as the primary point of contact for all document-related enquiries.
Coordinate with project teams, contractors, and stakeholders to ensure documents are distributed and filed on time.
Ensure proper flow of documents between project management teams and clients. Use electronic document management systems (EDMS) to track, store, and retrieve documents.
Set up and maintain document numbering systems and file structures to ensure easy retrieval.
Perform regular audits and reviews of documents to ensure accuracy and compliance.
Distribute and issue project documents, such as drawings, reports, contracts, and correspondence, to relevant parties.
Track document revisions and ensure the most up-to-date versions are available to all stakeholders.
Ensure that all documents adhere to industry standards, regulations, and client specifications.
Monitor the progress of document submissions, approvals, and rejections to ensure timely delivery.
Ensure that documents are properly controlled, updated, and archived in accordance with contractual requirements.
Offer support to staff in locating documents, managing file systems, and understanding project document requirements.
Prepare regular reports on document status, including pending approvals, submission deadlines, and document distribution.
Ensure documentation is up to date and available for inspections or audits.
Ensure all project documents are finalised, completed, and archived upon project completion.
Assist with the preparation of final project reports and document handover to clients or stakeholders.

Qualifications:

To be successful in this dynamic opportunity, we envision that your career journey to date will include 7 years work experience partnered with a Diploma or Bachelor degree in Business Administration.

Ideal candidates must meet the below criteria:

Candidates must have prior experience working with an engineering consultancy within the civil construction sector in the UAE or GCC, specifically in a Document Controller role.
Proficiency in Oracle Unifier OR Aconex (mandatory).
Knowledge of ISO 9001 document control procedures.
Strong organizational skills and attention to detail.
Excellent communication and coordination abilities.

KEO’s performance is founded upon integrity, results, innovation, safety and our people. We embrace diversity and recognise its’ contribution to client success wherever we work.

We are excited to hear how you can partner with our award-winning team and treat all expressions of interest confidentially.

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