Document Controller (m/f/d)

Job Title: Document Controller

Location: Abu Dhabi, UAE

Department: Project Management / Engineering / Operations

Reporting To: Project Manager / Document Control Manager

Job Purpose

The Document Controller is responsible for establishing, maintaining, and managing a robust document control system to ensure accurate and timely handling of all project documentation. The role ensures compliance with the organisation's sustainability, engineering, and operational standards while supporting efficient information flow across multidisciplinary project teams.

Key Responsibilities

Document Management & Control

• Implement and maintain document control procedures in accordance with company standards and project requirements.
• Ensure all incoming and outgoing project documents are properly logged, tracked, and archived.
• Maintain up-to-date registers for drawings, technical documents, RFIs, submittals, and correspondence.
• Manage document numbering, version control, and classification systems.
• Ensure documents are reviewed, approved, and distributed in a timely manner.

Electronic Document Management System (EDMS)

• Administer and maintain EDMS platforms (e.g., Aconex, SharePoint, or similar).
• Upload, index, and retrieve documents efficiently within the system.
• Ensure accurate metadata tagging for easy retrieval and audit compliance.
• Provide training and guidance to team members on EDMS usage.

Project Coordination Support

• Liaise with engineers, contractors, consultants, and stakeholders to ensure document accuracy and completeness.
• Assist project teams in preparing document submissions and deliverables.
• Monitor document submission timelines and highlight delays or discrepancies.
• Coordinate with procurement and quality teams for documentation related to materials and approvals.

Compliance & Quality Assurance

• Ensure all documentation complies with standards, regulatory requirements, and environmental policies.
• Conduct regular audits of document control processes to ensure data integrity.
• Maintain confidentiality and security of sensitive project information.
• Support ISO certification compliance (e.g., ISO 9001, ISO 14001).

Reporting & Tracking

• Generate regular reports on document status, submission logs, overdue items, and workflow progress.
• Track revisions and maintain historical records of all project documentation.
• Prepare dashboards and metrics related to document control performance.

Archiving & Handover

• Ensure proper archiving of project documents at key milestones and project completion.
• Prepare final documentation packages for project handover to operations.
• Ensure all records are stored in accordance with company retention policies.

Qualifications & Education

• Bachelor’s degree or diploma in Business Administration, Engineering, Information Management, or related field.
• Certification in Document Control or Records Management (preferred).

Experience

• 2–4 years of experience in document control roles, preferably in construction, renewable energy, or large infrastructure projects.
• Experience working in the UAE or GCC region is highly desirable.
• Familiarity with sustainability-focused developments or smart city projects is a plus.

Technical Skills

• Proficiency in EDMS tools such as Aconex, SharePoint, EDMS, or similar platforms.
• Advanced knowledge of Microsoft Office Suite (Excel, Word, PowerPoint).
• Understanding of document lifecycle management and workflow systems.
• Familiarity with engineering drawings and technical documentation standards.

Core Competencies

• Strong organizational and time-management skills.
• High attention to detail and accuracy.
• Effective communication and stakeholder coordination skills.
• Problem-solving and analytical thinking.
• Ability to manage multiple priorities under tight deadlines.

Behavioral Competencies

• Integrity and confidentiality in handling sensitive information.
• Collaborative mindset with cross-functional teams.
• Adaptability in a fast-paced, project-driven environment.

Working Conditions

• Office-based role with occasional site visits.
• May require extended hours during peak project phases.

About The Client

A pioneering sustainable urban development in Abu Dhabi, focused on renewable energy, clean technology, and sustainable living. The organization is committed to innovation, environmental responsibility, and building a low-carbon future.

Key Performance Indicators (KPIs)

• Accuracy and completeness of document records
• Turnaround time for document processing
• Compliance with document control standards
• Reduction in document-related errors or delays
• Successful audit outcomes