Document Controller

Position Overview

We are seeking a meticulous and proactive Document Controller to join our Project Management Office (PMO) team. In this critical role, you will be responsible for managing and maintaining program documentation with precision, ensuring that all documents are accurately controlled, versioned, and accessible to authorized personnel. Your expertise will streamline document flow, enhance operational efficiency, and ensure full compliance with company standards and documentation protocols. This position is ideal for a detail-oriented professional with a strong background in document management within construction, engineering, or infrastructure programs.

Key Responsibilities

The Document Controller will play a pivotal role in supporting the PMO by executing a range of responsibilities, including:

• Document Control Procedures: Establish and maintain robust document control procedures that align with program specifications and company standards, ensuring consistency and reliability across all documentation processes.
• Document Handling: Receive, review, register, and distribute incoming and outgoing documents with meticulous attention to accuracy and completeness, minimizing errors and delays in document flow.
• Centralized Documentation Management: Maintain a comprehensive document register or database, meticulously tracking revisions, approvals, and distribution to ensure transparency and accountability.
• Document Formatting and Storage: Ensure all documents adhere to proper formatting, labeling, and secure storage protocols, safeguarding sensitive information and maintaining compliance with documentation standards.
• Review and Approval Facilitation: Streamline the review and approval process for project documents, drawings, and correspondence, collaborating closely with project teams, stakeholders, and subcontractors to ensure timely and accurate processing.
• Workflow Monitoring: Monitor document workflows to meet critical program deadlines and deliverables, proactively identifying and addressing bottlenecks to maintain operational efficiency.
• Collaboration and Communication: Act as a liaison between project teams, stakeholders, and external partners to facilitate seamless document exchange, ensuring all parties have access to the most up-to-date information.
• Compliance and Quality Assurance: Uphold strict adherence to document control procedures and quality standards, conducting regular audits to verify compliance and address any discrepancies promptly.
• Reporting and Documentation Packages: Generate detailed reports on document status, discrepancies, and pending actions, and assist in the preparation of document transmittals, reports, and comprehensive documentation packages as required.
• Document Archiving: Oversee the archiving of program documents upon project completion, ensuring proper retrieval systems are in place to support future reference and compliance with documentation protocols.

Qualifications and Skills

To excel in this role, candidates must meet the following qualifications and possess the following skills:

• Education: Bachelor's degree in a related field, such as Business Administration, Information Management, or a discipline relevant to the industry (e.g., construction, engineering).
• Experience: Minimum of 3–5 years of experience as a Document Controller or in a similar role, with a proven track record in construction, engineering, or infrastructure programs.
• Technical Proficiency: Strong working knowledge of document management systems and software, including but not limited to Aconex, EDMS, and SharePoint, with the ability to leverage these tools to enhance document control processes.
• Organizational and Time Management: Exceptional organizational skills and the ability to manage multiple priorities in a fast-paced environment, ensuring deadlines are consistently met.
• Attention to Detail: A keen eye for detail and a commitment to accuracy, ensuring all documentation is error-free and compliant with established standards.
• Communication Skills: Excellent written and verbal communication skills, with the ability to collaborate effectively with cross-functional teams and external stakeholders.
• Language Proficiency: Fluency in both Arabic and English, enabling clear and effective communication across diverse teams and regions.
• Industry Knowledge: Familiarity with project documentation standards and procedures, particularly within construction, engineering, or infrastructure sectors, is highly desirable.

If you are a detail-oriented professional with a passion for organization and a commitment to excellence in document management, we invite you to apply for this critical role within our PMO team.