document management coordinator

xyz designers.com

Job PurposeTo 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&rsquo;s document management standards and client requirements.Key ResponsibilitiesA. Document Control Management<ul><li>Maintain an accurate and up-to-date document control system for all incoming and outgoing documentation at site level.</li><li>Ensure all project documentation is handled with strict confidentiality and in accordance with company policies. Prevent unauthorized access, sharing, or disclosure of sensitive documents.</li></ul>B. Document Distribution<ul><li>Ensure timely distribution of drawings, submittals, and correspondence to relevant project stakeholders.</li></ul>C. Records &amp; Filing<ul><li>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.</li></ul>D. Tracking &amp; Reporting<ul><li>Ensure that the company&rsquo;s standard Master Document Register/Tracking Log is consistently used and regularly updated to reflect the latest document status and revisions.</li><li>Generate periodic document control reports.</li></ul>E. Coordination &amp; Communication<ul><li>Liaise with consultants, contractors, and project teams to ensure efficient document flow.</li></ul>F. Compliance &amp; Quality<ul><li>Ensure documentation complies with company QA/QC standards and project requirements.</li><li>Ensure that company standard submittal forms are being used during the submission process</li></ul>Required Qualifications<ul><li>Education: Bachelor&rsquo;s Degree in Administration, Engineering, or related field</li><li>Professional Certifications: Certification in Document Control or Quality Management</li><li>Experience: 3&ndash;5 years of experience in document control, preferably in construction or design consultancy projects</li><li>Technical Skills: Proficiency in Aconex, EDMS, or similar document management systems; MS Office proficiency</li><li>Soft Skills / Competencies: Strong organizational skills, attention to detail, communication, and teamwork</li></ul>Job Type: Full-time

Document Controller

Perfect Technical Works & Landscaping LLC

The Document Controller is responsible for managing, organizing, and maintaining all project and procurement documentation. The role includes supporting the procurement process by coordinating supplier documentation, maintaining procurement records, and assisting with purchase requisitions and related administrative tasks.Document Control<ul><li>Maintain and manage all project documentation, including drawings, correspondence, submittals, contracts, and records.</li><li>Ensure documents are properly filed, updated, version-controlled, and accessible to relevant teams.</li><li>Distribute documents to internal departments, consultants, and subcontractors in accordance with workflows.</li><li>Track approvals, comments, revisions, and ensure timely follow-up.</li><li>Maintain document logs, registers, and filing systems (digital and physical).</li></ul>Procurement Support<ul><li>Assist in preparing, issuing, and tracking Requests for Quotation (RFQs).</li><li>Collect, organize, and record supplier quotations, technical submittals, and compliance documents.</li><li>Support the procurement team in preparing comparison sheets and vendor evaluations.</li><li>Maintain procurement records, purchase requisitions, purchase orders, and delivery notes.</li><li>Follow up with suppliers on documentation, delivery schedules, and outstanding submissions.</li><li>Ensure all procurement documents comply with company and project requirements.</li></ul>Administrative &amp; Coordination Tasks<ul><li>Coordinate with project teams, suppliers, and subcontractors for document submissions.</li><li>Support contract and tender documentation when required.</li><li>Assist with preparing reports, logs, and summaries for management.</li><li>Maintain confidentiality and ensure data accuracy and completeness in all records.</li></ul>Qualifications &amp; Skills<ul><li>Diploma or bachelor&rsquo;s degree in business administration, Engineering, or related field.</li><li>2&ndash;5 years' experience as a Document Controller, preferably in construction, landscaping, or contracting.</li><li>Hands-on experience supporting procurement departments is highly preferred.</li><li>Strong knowledge of document control procedures and electronic document management systems (EDMS).</li><li>Proficiency in MS Office (Excel, Word, Outlook).</li><li>Excellent organization, communication, and coordination skills.</li><li>Attention to detail and ability to manage multiple tasks.</li></ul>Job Type: Full-time

Document Controller (with Procurement Experience)

Avianna Blessy Investment Consultancy

Key Duties &amp; ResponsibilitiesDocument Management<ul><li>Create, maintain, and update document control systems and filing structures.</li><li>Receive, review, log, and distribute incoming and outgoing documents.</li><li>Ensure documents are stored in the correct locations and formats (physical and/or digital).</li><li>Manage version control to ensure document accuracy and prevent duplication.</li><li>Track document status and ensure timely review, approval, and return.</li></ul>Compliance &amp; Quality Control<ul><li>Ensure all documents comply with company standards, templates, and regulatory requirements.</li><li>Conduct periodic audits of documentation processes and storage systems.</li><li>Maintain confidentiality and security of sensitive information.</li></ul>Coordination &amp; Communication<ul><li>Work closely with project managers, engineers, contractors, and internal teams to ensure efficient document flow.</li><li>Notify updated documents, approvals, or deadlines.</li><li>Provide support during internal and external audits.</li></ul>Reporting<ul><li>Generate and distribute document status reports, logs, and tracking reports.</li><li>Maintain records of document distribution and revision history.</li></ul>Required Skills &amp; QualificationsTechnical Skills<ul><li>Proficiency in Document Management Systems</li><li>Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook).</li><li>Understanding of document control processes, standards, and numbering systems.</li><li>Ability to manage large volumes of documents efficiently.</li></ul>Soft Skills<ul><li>Excellent organizational and time-management abilities.</li><li>High attention to detail and accuracy.</li><li>Strong communication and interpersonal skills.</li><li>Ability to work under pressure and meet deadlines.</li><li>Problem-solving mindset with proactive follow-up skills.</li></ul>Education &amp; Experience<ul><li>Diploma or degree in business administration, engineering, or related fields (preferred).</li><li>Prior experience in document control or administrative roles.</li><li>Industry-specific experience (construction, engineering) is an advantage.</li></ul>Job Type: Full-timeApplication Question(s):<ul><li>Immediately Join?</li></ul>Experience:<ul><li>Document Controller: 1 year (Required)</li><li>Administrative Works: 1 year (Required)</li></ul>

Vrinda Global

<div>
 
 
 Greetings! Hope you are doing great.
 
 
 
 
 
 
 
 Job Title: Document Controlle
 
 
 
 
 Experience Required:
 
 
 <ul>
 <li>
 Minimum
 
 5 years of experience
 
 in similar projects.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 
 English proficiency certificate / IELTS minimum 5.5 points
 
 </li>
 </ul>
 
 
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Manage and control all project documentation (incoming and outgoing).
 </li>
 <li>
 Maintain accurate records in the document management system (DMS).
 </li>
 <li>
 Ensure timely distribution of documents to relevant stakeholders.
 </li>
 <li>
 Track document status, revisions, and approvals.
 </li>
 <li>
 Coordinate with consultants, contractors, and internal teams.
 </li>
 <li>
 Prepare regular reports on document progress and pipeline updates.
 </li>
 <li>
 Maintain version control and ensure confidentiality of all records.
 </li>
 </ul>
 
 
 Skills &amp; Competencies:
 
 
 <ul>
 <li>
 Strong knowledge of document control processes.
 </li>
 <li>
 Experience with DMS tools (Aconex, SharePoint, Primavera, etc.).
 </li>
 <li>
 Excellent communication and coordination skills.
 </li>
 <li>
 High attention to detail and accuracy.
 </li>
 <li>
 Ability to manage high-volume documentation effectively.
 </li>
 </ul>
 
 
 Additional Requirements:
 
 
 <ul>
 <li>
 Availability to join as per project needs.
 </li>
 <li>
 Strong organizational and time-management skills.
 </li>
 <li>
 
 Must have water pipeline experience
 
 </li>
 </ul>
 
 
 
 
 
 If interested, please shoot me an email.-sneha.tuli@vrindaglobal.com
 
 
 
 
</div>

J10 Consulting

The Role
 Our Multi National Main Contracting client has a new requirement for a well experienced Document Controller to join their team in Abu Dhabi. working on a new data centre project. Successful candidates will have extensive Document Control experience on large scale projects and be proficient in ACONEX. Candidates must have worked for recognised UAE main contracting companies in the UAE previously. This role is available for immediate joining and is an initial 3 month contract position, outsourced through J10 Consulting. Responsibilities: Maintains all important documents hardcopy and/or electronic format as directed, ensuring that the information is easily accessible whether stored locally or archived; Provide administrative assistance to the project team in their reporting obligations and other functions; Control files, drawings and engineering documents and co-ordinate and manage all activities related to the Document Control section, which may include the control of other administrative documents; Maintain a reliable data entry system accommodated by tasks such as filing hardcopies, scanning, electronic management, filing and processing, archiving and document tracking, inputs the document data into the standard registers whilst ensuring that the information is accurate and up to date; Maintains controlled copies of the latest approved documents adding the appropriate reference and priority whilst ensuring their distribution, if required. Prepare & distribute correspondences, reports, memorandums, reports, schedules and materials for publication, presentation etc.; Controls drawings, design records, standards, procedures, correspondence and minutes of meetings etc.; Recording and archiving all hardcopy and softcopy documents, Maintaining an appropriate electronic database as backup to a traditional hardcopy archive system for easy storage and access to all internal and external correspondence and data; Providing data entry and word processing services as and when required; Assisting managers in producing various reports, tables and presentation material; Copies/scans and distributes the required documents, assisting as required;
 
Requirements
 Document Controller Requirements: Minimum of 5 years’ experience post graduation with experience in civil construction projects Must have worked in UAE main contracting company previously Excellent communication skills in English, written and spoken; Proficient in Electronic Documentation Management Software systems - ACONEX is required, SharePoint, Documentum are added benefit Experienced user of MS Office; Capable of working with minimal supervision; In-depth knowledge of document procedures; Effective in building good working relationships within complex structures, both internally and with various project stakeholders.
 
About the company
 J10 Consulting are Construction Recruitment experts in the Middle East. We help businesses and careers grow by delivering Temporary Contract & Permanent Contingency hiring solutions within Construction & Engineering in the UAE, Saudi Arabia, Qatar, Oman, Bahrain & Kuwait J10 Consulting provide collaborative engagement and a deep understanding of both client and candidate requirements to cover temporary and permanent requirements across a number of vertical markets within Construction & Engineering.

Conmarble Concrete

Job Title: Document ControllerLocation: Saudi Arabia Industry: Construction / Engineering / Fit-OutTo Apply:<ul><li>submit the google form in below the link:</li><li>https://forms.gle/rYD5m4yjAHcRNCo86</li></ul>Job Summary: We are seeking a highly organized and detail-oriented Document Controller/Secretary to join our team in KSA. The ideal candidate will be responsible for managing and controlling all project-related documents in compliance with company procedures and client requirements.Key Responsibilities:<ul><li>Maintain and manage all documents for the project including incoming and outgoing correspondence, drawings, submittals, and reports.</li><li>Ensure document accuracy and consistency by checking formatting, version control, and document codes.</li><li>Track document submissions, approvals, and revisions.</li><li>Prepare transmittals, logs, and reports for internal and external use.</li><li>Coordinate with project engineers, consultants, and contractors for document updates.</li><li>Archive and back-up all project documentation electronically and physically as needed.</li></ul>Requirements:<ul><li>Proven experience as a Document Controller or similar role in the construction or engineering field.</li><li>Strong understanding of document control systems and standards.</li><li>Proficient in Microsoft Office (Word, Excel, Outlook) and document management software (e.g., Aconex, EDMS, Procore).</li><li>Good communication and coordination skills.</li><li>Fluent in English (Arabic is a plus).</li><li>Transferable Iqama is preferred.</li></ul>Employment Type: Full-time Salary: Competitive, based on experience and qualificationsJob Type: Full-timeApplication Question(s):<ul><li>Have you been able to fill up the google form? If not yet, please click the link and fill up, then submit the form.</li></ul>https://forms.gle/kDr3hWF3g7mY79Cm6

Khazna Data Centers

<div>
 
 
 JOB DESCRIPTION
 
 
 
 Responsible for maintaining organized and up to date documents while developing and implementing processes related to document control and management. Coordinate all activities related to the document control procedure, including technical documents, drawings, and commercial correspondence. Also, ensure compliance with Khazna&rsquo;s procedures and policies, as well as legal and contractual requirements.&nbsp;&nbsp;
 
 
 
 RESPONSIBILITIES
 
 
 
 
 
 
 
 
 
 Documentation Control&nbsp;
 
 &nbsp;
 
 
 
 
 
 Maintain accurate and up-to-date document control systems and records and ensure all documents are properly reviewed, approved, distributed to relevant parties, stored, archived and retrievable.&nbsp;
 
 
 
 
 
 Collaborate with other team members to ensure timely and accurate documentation.&nbsp;
 
 
 
 
 
 Raise and receive ERP PR and track, transmit, and accurately file electronic documents, drawings, and correspondence.&nbsp;
 
 
 
 
 
 Establish document control goals, specifications and KPI&rsquo;s&nbsp;
 
 
 
 
 
 Maintain healthy work relationships with specialists, vendors, and clients, solve any conflicts that may arise and minimize potential risks. &nbsp;Ensure deliverables conform to quality, time and budgetary stipulations.&nbsp;
 
 
 
 
 
 Create and update project deliverable registries and maintain quality assurance on all outgoing deliverables.&nbsp;
 
 
 
 
 
 Actively manage project documentation in particular contracts, finances and handing over documents; to ensure that all are available, tracked and saved to designated folders.&nbsp;
 
 
 
 
 
 Create and maintain project-specific file transfer protocol sites and assign and track project document numbers and revisions.&nbsp;
 
 
 
 
 
 Coordinate multi-office and work-sharing information in a timely manner and implement efficient workflow process, monitor daily activity, and implement modifications.&nbsp;
 
 
 
 
 
 Collaborate with Khazna team members to coordinate the control and distribution of documents.&nbsp;
 
 
 
 
 
 Be familiar with all phases of the Khazna projects including construction, closeout and transitioning to operations and continuously enhance understanding of Khazna&rsquo;s internal procedures and capabilities.&nbsp;
 
 
 
 
 
 Ensure that the documentation is trusted by end users and that it contains up-to-date, reliable, checked and formally approved information.&nbsp;&nbsp;
 
 
 
 
 
 Develop and maintain a comprehensive filing system and computer database for all documents to be retained in the system and support operations controls, reporting, estimating, planning, document control, project administration, and other support functions.&nbsp;
 
 
 
 
 
 Document and maintain records of current / future data centers, decisions, monthly reports, schedules, budgets, cost tracking reports, and other pertinent records.&nbsp;
 
 
 
 
 
 Analyse and implement best practices based on experience.&nbsp;
 
 
 
 
 
 Provide content for benchmark figures and decision documents and prepare ad-hoc reports on projects as needed.&nbsp;
 
 
 
 
 
 Skilful in communicating difficult/sensitive information tactfully.&nbsp;&nbsp;
 
 
 
 
 
 Any other duties as required by Management.&nbsp;
 
 
 
 
 
 Familiarization and Knowledgeable in Document Control Systems such as Aconex, SharePoint, Asite and Viewpoint.&nbsp;
 
 
 
 
 
 TOF document preparation and process assistance to TOF specialist or PM&nbsp;
 
 
 
 
 
 Transition document and process assistance (to PM)&nbsp;
 
 
 
 
 
 
 
 
 
 
 
 
 
 Policies, Systems, Processes &amp; Procedures&nbsp;
 
 &nbsp;
 
 
 
 
 
 Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.&nbsp;
 
 
 
 
 
 
 
 
 
 
 
 
 
 Continuous Improvement&nbsp;
 
 &nbsp;
 
 
 
 
 
 Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement, and cost reduction.&nbsp;
 
 
 
 
 
 
 
 
 
 
 
 
 
 Reporting&nbsp;
 
 &nbsp;
 
 
 
 
 
 Prepare sectional statements and reports timely and accurately to meet Khazna and department requirements, policies, and quality standards.&nbsp;&nbsp;
 
 
 
 
 
 
 
 QUALIFICATIONS
 
 
 
 
 
 Minimum Qualifications:
 
 &nbsp;
 
 
 
 
 
 Degree in Business, IT, Admin, or relevant field.&nbsp;
 
 
 
 
 
 
 Minimum Experience:
 
 &nbsp;
 
 
 
 
 
 5+ years of work experience of which 2-3 years project / data center experience is preferred
 
 
 
 
 
 
 Job-Specific Skills (Generic / Technical):
 
 &nbsp;
 
 
 
 
 
 Proficient in DMS and other operating computer programs like Microsoft Office, DocuSign or similar, Aconex and other project software.&nbsp;
 
 
 
 
 
 Should be adept in identifying document bottlenecks or risk issues combined with a mindset to resolve them under the guidance / consent of Senior Management.&nbsp;
 
 
 
 
 
 Excellent verbal and written communication skills with analytical ability to extract information and know where information is retained.&nbsp;
 
 
 
 
 
 Problem-solving abilities with strong interpersonal skills, critical thinking and extremely resourceful&nbsp;&nbsp;
 
 
 
 
 
 Ability to work independently with minimal managerial supervision, self-start and motivated.&nbsp;&nbsp;
 
 
 
 
 
 Provide leadership on document management, document control, routing mechanisms and other document processes.&nbsp;
 
 
 
 
 
 Organization skills and detail oriented&nbsp;&nbsp;
 
</div>

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