Document Controller

Responsibilities of the Position

The position has the following responsibilities:

• Establish and maintain an effective document control system for all company and project documentation.
• Manage the creation, review, distribution, tracking, filing, and archiving of project documents in both physical and digital formats.
• Ensure all incoming and outgoing documents are properly recorded, controlled, and distributed to relevant departments and stakeholders.
• Prepare, review, and maintain material submittals, technical submittals, method statements, RFIs, shop drawings, and Operation & Maintenance manuals.
• Coordinate with Project Managers, Site Engineers, QS, Procurement, and BDM teams regarding documentation requirements and project correspondence.
• Maintain document revision control and ensure all records are updated with the latest approved versions.
• Prepare project reports, logs, trackers, transmittals, and document status reports as required.
• Attend project meetings, prepare minutes of meetings (MOM), and ensure proper circulation and acknowledgment from concerned parties.
• Monitor compliance with company procedures and project documentation standards.
• Organize and label project files and ensure proper classification and retrieval of records.
• Support tender and quotation processes by coordinating documentation with QS and BDM departments.
• Maintain confidentiality and security of sensitive company and project information.
• Supervise and guide junior document controllers and administrative staff when required.
• Coordinate with consultants, contractors, suppliers, and external stakeholders for project documentation and approvals.
• Ensure all project records are maintained in accordance with company policies and audit requirements.

Requirements

• Bachelor’s degree in Business Administration, Project Management, or a related field.
• Minimum 5–7 years of proven UAE experience as a Document Controller, preferably in landscaping, construction, or engineering industries.
• Strong knowledge of document control procedures, project documentation, and construction workflows.
• Experience handling large-scale project documentation and coordination with multiple departments.
• Proficiency in MS Office, particularly Excel and Word.
• Experience with document management systems and project management software is an advantage.
• Strong organizational, communication, and multitasking skills.
• Excellent typing, editing, and document formatting abilities.
• High attention to detail and ability to work under pressure with strict deadlines.
• Familiarity with UAE construction documentation standards and procedures.
• Ability to maintain confidentiality and handle sensitive information professionally.

Job Type: Full-time

Work Location: In person