Document Controller - Site

Job Overview

This position requires a dedicated Document Controller based at the project site in Dubai, responsible for managing all official project documentation under close supervision of senior management. The successful candidate will play a vital role in maintaining document accuracy, confidentiality, and ensuring seamless document distribution across various stakeholders.

Core Competencies

• Effective teamwork and collaboration within the project team.
• Strong skills in persuading and influencing to facilitate smooth processes.
• Proficiency in building and maintaining professional relationships.
• Commitment to delivering high-quality results on time.
• Continuous personal and professional development.
• Focus on improving operational performance.

Qualifications and Experience

• Bachelor's degree coupled with advanced computer proficiency and secretarial training.
• Additional qualifications in auditing are advantageous.
• Typically 4 to 5 years of experience in secretarial or administrative roles.
• Flexibility and willingness to work at the project or site location.
• Capability to juggle multiple priorities while maintaining document precision and confidentiality.

Responsibilities

• Administer and oversee all project documentation including drawings, reports, specifications, calculations, and correspondence.
• Maintain comprehensive document control registers for a variety of project materials such as drawings, transmittals, submittals, requests for information (RFIs), non-conformance reports (NCRs), work inspection requests (WIRs), materials inspection requests (MIRs), site observation reports (SORs), method statements, damage reports, issued-for-construction (IFC) drawings, and others.
• Log, track, and record all incoming and outgoing documents ensuring timely distribution to relevant parties.
• Issue design drawings and technical documents to contractors, consultants, clients, local authorities, and other stakeholders.
• Keep drawing registers up to date, identify and withdraw superseded documents, and ensure proper archiving.
• Monitor the status of RFIs, submittals, and project documentation, coordinating with engineering teams to ensure timely responses as per contractual deadlines.
• Collaborate with project managers, engineers, CAD managers, and resident engineers to enforce effective document management practices.
• Utilize document management systems such as Aconex, Prolog, Expedition, SharePoint, FTP sites, or equivalent electronic platforms.
• Manage electronic project files via company servers and FTP platforms including uploading, downloading, organizing, and maintenance.
• Prepare transmittals, submission registers, and logs for all project deliverables.
• Ensure adherence to the company's Quality Management System (QMS), ISO standards, and document control procedures.
• Assist in implementing and sustaining document control procedures for new projects aligned with client requirements and company policies.
• Coordinate printing, reproduction, binding, stamping, and distribution of project documentation promoting cost efficiency.
• Maintain archives, libraries, and historical project records in both electronic and paper formats.
• Work with other company offices for issuance of tender and construction documents.
• Provide administrative and clerical support to the site management team, maintaining site records and filing systems.
• Ensure confidentiality, security, and integrity of all project documents.
• Maintain precise records to support internal and external audits.
• Stay updated on company document management systems and procedures through ongoing training and development.
• Undertake any additional document control or administrative tasks assigned by the Project Manager or site leadership.

QHSE Responsibilities

• Comply with 9E QHSE policies and actively implement them at the workplace.
• Coordinate and enforce QHSE procedures following local regulations and laws.
• Immediately report any QHSE incidents to the relevant department and legal authorities if necessary.

Additional Information

The role is full-time based in Dubai within the engineering services sector. The recruiting company focuses on connecting professionals and employers under one platform, offering support in the hiring process without involvement in financial transactions or endorsements. Applicants are encouraged to verify employer credentials independently and remain cautious regarding personal information sharing.