Document Controller

Job Purpose

To manage, control, and maintain all project documentation in a structured and efficient manner at the site level. Ensures that drawings, technical documents, correspondence, and submittals are properly received, recorded, distributed, and archived in line with XYZ Designers DMCC’s document management standards and client requirements.

Key Responsibilities

A. Document Control Management

• Maintain an accurate and up-to-date document control system for all incoming and outgoing documentation at site level.
• Ensure all project documentation is handled with strict confidentiality and in accordance with company policies. Prevent unauthorized access, sharing, or disclosure of sensitive documents.

B. Document Distribution

• Ensure timely distribution of drawings, submittals, and correspondence to relevant project stakeholders.

C. Records & Filing

• Ensure all project documentation is regularly backed up, and establish and maintain both electronic and hard copy filing systems in accordance with project and company procedures.

D. Tracking & Reporting

• Ensure that the company’s standard Master Document Register/Tracking Log is consistently used and regularly updated to reflect the latest document status and revisions.
• Generate periodic document control reports.

E. Coordination & Communication

• Liaise with consultants, contractors, and project teams to ensure efficient document flow.

F. Compliance & Quality

• Ensure documentation complies with company QA/QC standards and project requirements.
• Ensure that company standard submittal forms are being used during the submission process

Required Qualifications

• Education: Bachelor’s Degree in Administration, Engineering, or related field
• Professional Certifications: Certification in Document Control or Quality Management
• Experience: 3–5 years of experience in document control, preferably in construction or design consultancy projects
• Technical Skills: Proficiency in Aconex, EDMS, or similar document management systems; MS Office proficiency
• Soft Skills / Competencies: Strong organizational skills, attention to detail, communication, and teamwork

Job Type: Full-time