Document Controller

Position Overview

We are seeking a meticulous and organized Document Controller to join our dynamic team in Riyadh, Kingdom of Saudi Arabia. In this critical role, you will be responsible for managing, maintaining, and ensuring the accuracy and accessibility of all project-related documentation throughout the entire project lifecycle. The ideal candidate will possess a strong background in document control within the construction industry, with a proven ability to handle complex documentation systems and platforms.

Key Responsibilities

The Document Controller will play a pivotal role in the efficient execution of our projects by performing the following duties and responsibilities:

• Document Management: Receive, register, and maintain all incoming and outgoing correspondence, submittals, drawings, and project-related documents in designated registers and systems. Ensure proper documentation is filed and retrievable as per project requirements.
• Log Maintenance and Reporting: Update and maintain all project logs, including submittals, correspondence, and quality assurance (QA) documents. Provide accurate data for the preparation of reports to support project teams and stakeholders.
• Correspondence and Submittals Tracking: Assist in preparing, dispatching, circulating, and filing outgoing correspondence, including letters, internal memos, reports, and submittals. Follow up on outstanding correspondence and submittals with site supervision teams, issuing reminders as necessary to ensure timely completion.
• Meeting Documentation: Support the preparation of project minutes of meetings, ensuring they are accurately recorded, dispatched, circulated, and filed for future reference.
• Electronic Document Handling: Receive, log, and maintain all project-related electronic mail and documents. Implement and enforce an effective electronic filing and retrieval system to streamline document access.
• Contract Document Management: Maintain and update the "Record Copy" and "Coordination Copy" of all project-related contract documents, including drawings, specifications, and submittals. Ensure proper stamping, labeling, and filing according to the Project Quality Plan (PQP) system.
• Submittal Processing: Prepare copies of reviewed and returned submittals for contractors and clients. File all submittals systematically and ensure compliance with project documentation standards.
• Reporting and Monitoring: Generate weekly and monthly reports on outstanding submittals and forward them to the relevant project team or stakeholders to facilitate proactive decision-making.
• Document Backup and Archiving: Maintain daily, weekly, and monthly backups of project documentation. At project close-out, ensure the proper archiving and e-archiving of all documents, maintaining comprehensive records for future reference.
• Administrative Support: Liaise with site staff to address administrative needs, such as staff time sheets, project-specific stamps, letterheads, and leave applications. Collaborate with the Resident Engineer (RE) and Site Health, Safety, and Environment (HSE) teams to identify and mitigate potential safety concerns within the site office.

Qualifications and Experience

To excel in this role, candidates must meet the following criteria:

• A diploma or bachelor’s degree in Business Administration or a related field.
• Minimum 5 years of experience in document control, with a strong preference for candidates with construction industry qualifications or experience.
• Proven experience working in GCC countries, particularly Saudi Arabia, is essential.
• Familiarity with the full project lifecycle and broad-based experience across multiple disciplines.
• Proficiency in document management platforms such as Aconex and Unifier is highly desirable.
• Strong competency in Microsoft Office Suite, including Word, Excel, and PowerPoint.

Why Join Us?

As a Document Controller, you will be an integral part of a collaborative team dedicated to delivering high-quality projects efficiently and safely. This role offers the opportunity to work in a dynamic environment, contribute to critical project documentation processes, and advance your career in a growing industry. We value attention to detail, organizational excellence, and a commitment to maintaining the highest standards of documentation integrity.

Note: Only shortlisted candidates will be contacted for further consideration.