Document Coordinator

Document Coordinator – Full-Time Opportunity in Makkah, Saudi Arabia

Join CSI Global subsidiary ATS as a **Document Coordinator** and play a pivotal role in ensuring seamless project documentation management across our dynamic projects. In this critical position, you will oversee the meticulous handling, tracking, and distribution of project documents, guaranteeing compliance with industry standards and company protocols. This role is ideal for detail-oriented professionals who thrive in fast-paced environments and are passionate about maintaining precision in documentation workflows.

As the Document Coordinator, you will serve as the linchpin between project teams and stakeholders, ensuring that every document—from technical specifications to approvals—is accurately processed, version-controlled, and distributed in a timely manner. Your expertise will be instrumental in minimizing errors, optimizing workflow efficiency, and supporting project success through organized, accessible, and up-to-date documentation.

Key Responsibilities

Your day-to-day responsibilities will include:

• Document Coordination: Manage the entire lifecycle of project documents, from receipt and registration to distribution, filing, and archiving, ensuring adherence to company and project-specific document-control procedures.
• Version and Revision Control: Implement robust systems for coding, numbering, dating, and tracking document revisions, approvals, and outstanding actions to prevent confusion and ensure accuracy.
• Stakeholder Collaboration: Act as the primary point of contact for Project Managers, Engineers, Consultants, Contractors, and other stakeholders, coordinating document submissions, requirements, and follow-ups to maintain smooth communication.
• Electronic and Physical Documentation: Maintain both digital and physical project records in an organized, searchable format, leveraging document management systems (e.g., SharePoint, Aconex, Procore) to enhance accessibility and efficiency.
• Reporting and Compliance: Generate periodic document-control reports, track pending approvals, and ensure superseded documents are properly archived to avoid reliance on outdated information.
• Administrative Support: Assist in retrieving documents on demand, preparing transmittals, correspondence, and distribution records, and performing additional administrative duties as required.
• Confidentiality and Integrity: Uphold the highest standards of confidentiality, accuracy, and professionalism in handling sensitive project information.

Required Qualifications

To excel in this role, you must possess the following qualifications:

• A Diploma or Bachelor’s degree in Business Administration, Information Management, Engineering, or a related field.
• 2–4 years of experience in document control, document coordination, or project administration, with a preference for candidates with experience in MEP, construction, engineering, testing & commissioning, or contracting projects.
• Proven knowledge of document-control procedures and project documentation standards, including technical drawings, specifications, method statements, RFIs, submittals, and inspection requests.
• Proficiency in Microsoft Office, with a strong focus on Excel and Word, and familiarity with document management systems (e.g., EDMS, SharePoint, Aconex, Procore).
• Excellent written and verbal communication skills in English, enabling clear and concise interaction with diverse stakeholders.
• Exceptional organizational and time-management skills, coupled with an unwavering attention to detail to ensure flawless document handling.
• The ability to work under pressure and meet tight project deadlines while maintaining composure and professionalism.

Preferred Skills

While not mandatory, the following skills will further enhance your candidacy:

• Experience managing multiple document workflows simultaneously in high-volume project environments.
• In-depth knowledge of document numbering, revision control, and distribution processes.
• Ability to work independently and collaboratively as part of cross-functional project teams.
• Strong follow-up and coordination skills to ensure timely resolution of document-related issues.

Key Competencies

Success in this role hinges on the following core competencies:

• Document Management & Control
• Attention to Detail
• Organization & Coordination
• Communication Skills
• Time Management
• Follow-up & Reporting
• Microsoft Excel & Office Proficiency
• Teamwork & Collaboration
• Problem Solving
• Confidentiality & Professionalism

If you are a meticulous professional with a passion for documentation management and a track record of supporting complex projects, we invite you to apply. Candidates with experience in MEP, construction, testing & commissioning, or engineering projects are particularly encouraged to join our team and contribute to the success of our global projects.