Document Controller

Position Overview

Dussmann Ajlan & Bros is seeking a highly organized and detail-oriented Document Controller to join our team at our headquarters in Riyadh, Saudi Arabia. In this critical role, you will be responsible for managing, organizing, and maintaining project and facilities management (FM) documentation to ensure accuracy, accessibility, and compliance with organizational and international standards. Your expertise will support seamless workflows, audit readiness, and efficient information management across all projects and operational activities.

Key Responsibilities

The Document Controller will play a pivotal role in maintaining the integrity of our documentation systems. Your core responsibilities will include:

• Document Control & Governance: Oversee document control systems to ensure strict adherence to version control, approvals, distribution, and archival procedures in compliance with ISO 9001 (document control) and ISO 41001 (facilities management systems).
• IMS & Compliance Documentation: Manage and update all Integrated Management System (IMS) documents, including Standard Operating Procedures (SOPs), policies, and compliance records, ensuring they are current, accessible, and aligned with organizational standards.
• Audit & Evidence Management: Maintain audit-ready documentation, including reports, Non-Conformance Records (NCRs), permits, certificates, and compliance evidence, to support internal and external audits.
• Drawing & Technical Documentation: Organize and manage critical technical documents such as drawings, Operation & Maintenance (O&M) manuals, asset documentation, and technical submittals to ensure they are readily available for stakeholders.
• Document Register Management: Develop and maintain comprehensive document registers, trackers, and logs to monitor the status, revisions, and distribution of all project-related documentation.
• Workflow Coordination: Facilitate the timely submission, review, approval, and distribution of documents across all stakeholders, including contractors, consultants, and client teams, to ensure operational efficiency.
• Data & Record Integrity: Ensure the accuracy, consistency, and traceability of all documents and records, minimizing errors and supporting data-driven decision-making.
• Stakeholder Coordination: Collaborate closely with the Facilities Management Consultancy (FMC) team, contractors, and client representatives to streamline document submission and tracking processes.
• Reporting Support: Generate and distribute document status reports, overdue logs, and compliance trackers to provide transparency and accountability across projects.
• Mobilization & Handover Support: Ensure document readiness during project mobilization and handover phases, facilitating smooth transitions and operational continuity.
• Continuous Improvement: Identify opportunities to enhance document control processes and digital systems, driving efficiency and innovation within the team.

Technical & Professional Requirements

To excel in this role, you must possess the following technical competencies and professional attributes:

• Technical Knowledge: Proven expertise in document lifecycle management, including classification systems, metadata tagging, access control, versioning, and archival procedures.
• Systems & Digital Tools: Proficiency in SharePoint, Microsoft Office Suite, and Common Data Environment (CDE) platforms to manage and distribute documentation efficiently.
• Soft Skills: Exceptional attention to detail, strong organizational abilities, and excellent communication skills. You should also demonstrate a process improvement mindset, a commitment to confidentiality, and awareness of data security best practices.
• Language Proficiency: Fluency in English with a minimum IELTS Level 6 or equivalent certification.

Education & Experience

Applicants should meet the following criteria:

• Education: A degree in Business Administration, Library Science, Information Management, Information Systems, Facilities Management, or a related discipline.
• Experience: Minimum of five years in document control, with a preference for candidates with experience in facilities management, construction, or property sectors. Strong exposure to documentation protocols within FM consultancy or service environments is highly desirable.
• Certification: Relevant document control experience and CDE-related training (e.g., Aconex, Viewpoint, Asite) are advantageous.

Job Details

• Location: Riyadh, Saudi Arabia
• Employment Type: Full-time

If you are a proactive Document Controller with a proven track record of success in managing complex documentation systems, we invite you to apply and become part of our dynamic team at Dussmann Ajlan & Bros.