Senior Document Controller- 100% (M/F)

About ARX

ARX is a globally recognized network of specialists in engineering, design, and architecture, delivering comprehensive consulting, project management, and technical services across a diverse portfolio of sectors. Our expertise spans airports, bridges, buildings, cableways, digital innovation, environment, geology, geotechnics, hydropower, metros, nuclear plants, oil & gas, pipelines, ports, railways, river engineering, roads, traffic, tunnels, and water/wastewater treatment. With a presence in Europe, North and South America, Asia, Africa, and Oceania, ARX combines global expertise with local insights to provide tailored solutions that meet the unique needs of each community. Our "glocal" approach ensures the integration of international best practices with regional adaptability, driving sustainable development and innovation in every project we undertake.

Our Culture and Values

At ARX, we believe that our people are the foundation of our success. We foster an environment where innovators, visionaries, and experts thrive, offering opportunities for talent development, career advancement, and collaboration with industry leaders. We are committed to nurturing a workplace that values diversity, encourages creativity, and empowers individuals to contribute to solving tomorrow’s challenges. Our recent expansion into the Middle East, with offices in the UAE and KSA, underscores our dedication to engineering excellence and innovation in the dynamic GCC market.

Position Overview

For our office in Madinah, Kingdom of Saudi Arabia, we are seeking a highly motivated and experienced Senior Document Controller to join our team on a full-time basis (100%). The ideal candidate will possess a proven track record in establishing, administering, and maintaining robust document-control and correspondence-management systems for large-scale engineering, construction, hospitality, mixed-use, infrastructure, or development programs. This role requires a meticulous professional who can take ownership of the complete document archive, manage workflows, and provide reliable support to engineering and project teams to ensure seamless project execution.

Key Responsibilities

• Document-Control System Management: Establish, maintain, and administer project document-control systems, including correspondence workflows, filing structures, and document archives to ensure compliance and efficiency.
• Document Handling and Tracking: Receive, register, classify, distribute, file, and track incoming and outgoing documents, including correspondence, drawings, reports, submittals, RFIs, transmittals, and technical records.
• Register Maintenance: Maintain accurate and up-to-date document registers, correspondence logs, transmittal logs, drawing registers, submittal registers, revision records, and distribution matrices to ensure traceability and accountability.
• Document Control and Compliance: Oversee document numbering, revision status, metadata, naming conventions, suitability codes, review status, superseded records, and archive integrity to ensure adherence to project standards and procedures.
• Workflow Management: Manage document workflows in platforms such as ACONEX, SharePoint, ACC, or other EDMS/CDE systems, ensuring timely review and approval by the correct stakeholders.
• Issue Monitoring: Identify and address overdue workflows, pending responses, missing attachments, incorrect document coding, distribution gaps, and correspondence requiring follow-up to maintain project momentum.
• Team Support and Reporting: Provide essential support to the Engineering Manager and multidisciplinary teams by retrieving records, preparing document status reports, and maintaining traceable audit trails for compliance and accountability.
• Quality Assurance: Verify documents for completeness, correct references, revision accuracy, transmittal consistency, and compliance with project document-control procedures before issuance.
• Stakeholder Coordination: Collaborate with client representatives, consultants, contractors, subcontractors, internal teams, and document-control counterparts to facilitate efficient information flow and resolve document-related issues.
• Project Close-Out Support: Assist in handover processes, close-out activities, archiving, as-built records, final documentation packages, and lessons learned related to document management to ensure a smooth transition and project completion.

Qualifications and Experience

• Education: A diploma or bachelor’s degree in Business Administration, Document Management, Engineering Administration, Information Management, or a related discipline.
• Experience: Minimum of 8 to 12 years of progressive document-control experience, with at least 5 years in a senior document-control role on major engineering, construction, or infrastructure projects.
• Technical Proficiency: Strong working knowledge of document management systems such as ACONEX, SharePoint, ACC, or similar EDMS/CDE platforms.
• Analytical Skills: Exceptional attention to detail, organizational skills, and the ability to manage complex document workflows and large volumes of data efficiently.
• Communication Skills: Excellent written and verbal communication skills to liaise effectively with stakeholders at all levels and ensure clear, accurate information exchange.
• Problem-Solving: Demonstrated ability to identify issues, propose solutions, and implement corrective actions to maintain project document integrity and compliance.
• Cultural Adaptability: Ability to thrive in a multicultural, fast-paced environment and adapt to the unique requirements of projects in the Middle East region.

Why Join ARX?

As a Senior Document Controller at ARX, you will play a pivotal role in ensuring the smooth and efficient management of critical project documentation, contributing to the success of transformative infrastructure and development initiatives. You will work alongside a team of industry experts, benefit from professional growth opportunities, and be part of a company that is committed to driving sustainable solutions and engineering excellence. If you are a detail-oriented professional with a passion for document management and a desire to make a meaningful impact, we invite you to apply and become a part of our dynamic and innovative team.