Senior Document Controller

Senior Document Controller – Drive Precision and Efficiency in Project Documentation for Astek Middle East

Join Astek Middle East, a dynamic division of Astek—a globally recognized engineering and technology consulting group with a legacy spanning over three decades. As a leading provider of IT and technology solutions across Saudi Arabia, the UAE, and Jordan, Astek empowers clients in sectors such as government, healthcare, transportation, banking, retail, airlines, and tourism. With a workforce of 10,000 professionals worldwide and a revenue milestone of €620 million in 2023, Astek is at the forefront of digital transformation and complex systems engineering. Our commitment to fostering innovation, entrepreneurship, and continuous professional growth creates an environment where excellence thrives.

We are seeking a highly organized and detail-oriented Senior Document Controller to oversee the meticulous management of project documentation across energy efficiency, sustainability, construction, and infrastructure initiatives. In this pivotal role, you will ensure seamless documentation workflows, maintain compliance with industry standards, and facilitate efficient access to critical project information for stakeholders. By bridging the gap between technical teams, contractors, and project management, you will play a crucial role in the success of high-impact projects.

Key Responsibilities

In this strategic position, your responsibilities will include:

• Comprehensive Document Management: Oversee the systematic receipt, distribution, filing, tracking, and archiving of all project documentation, including drawings, specifications, contracts, correspondence, reports, and technical deliverables. Ensure adherence to version control, numbering systems, and established project procedures.
• Stakeholder Coordination: Act as the central point of contact for document transmittals between internal teams, external contractors, consultants, and project stakeholders. Facilitate smooth communication and ensure timely processing of incoming and outgoing documentation.
• Quality Assurance: Conduct rigorous reviews of all documents to verify completeness, accuracy, and compliance with document control protocols before distribution. Monitor document statuses, revisions, submissions, and approvals, while proactively addressing any outstanding or overdue items.
• Electronic Document Management: Leverage advanced Electronic Document Management Systems (EDMS) such as Aconex, SharePoint, or Documentum to manage document access, permissions, and security. Ensure seamless integration with project workflows and maintain up-to-date tracking systems.
• Reporting and Analytics: Generate comprehensive document status reports and provide regular updates to project management and key stakeholders. Support data-driven decision-making by highlighting trends, bottlenecks, and areas for process improvement.
• Project Closeout Support: Assist in project closeout and handover activities by organizing final documentation and as-built packages. Ensure all records are properly archived and readily retrievable for future reference.
• Process Optimization: Continuously evaluate and enhance document control procedures and workflows to improve efficiency, reduce errors, and align with evolving industry standards.

Qualifications and Skills

To excel in this role, you will bring a blend of technical expertise, organizational acumen, and a passion for precision. The ideal candidate will possess:

• Education: A Bachelor’s degree or diploma in Business Administration, Engineering, Information Management, or a related field. Advanced certifications in document control or project management are a significant advantage.
• Experience: A minimum of 3+ years of professional experience in document control, with preference given to candidates with 10+ years of relevant expertise. Prior experience in the Saudi Arabia or GCC region is highly desirable.
• Technical Proficiency: Proficiency in Electronic Document Management Systems (EDMS) such as Aconex, SharePoint, or Documentum. Advanced skills in Microsoft Office Suite, particularly Excel, Word, and Outlook, are essential. Familiarity with PDF management and markup tools is a plus.
• Industry Knowledge: Strong understanding of document control procedures, revision management, transmittal workflows, and project records. Experience supporting project coordination, execution, and management activities is highly valued.
• Soft Skills: Exceptional organizational, communication, and coordination abilities. A keen eye for detail, coupled with the ability to maintain composure under pressure, is critical. Fluency in both written and spoken English is required.

If you are a detail-oriented professional with a passion for ensuring seamless documentation workflows and a commitment to driving project success, we invite you to join Astek Middle East. Be part of a forward-thinking organization where your expertise will make a tangible impact on transformative projects across the region.