Document Controller - Interior Design & Project Delivery

Role Overview

4SPACE Design, based in Dubai, UAE, is seeking a meticulous and well-organized Document Controller to oversee project information across interior design, technical design, and project management projects. This full-time onsite position is focused on ensuring that all project documents, such as drawings, submissions, approvals, correspondence, and records, are accurately registered, tracked, distributed, and securely maintained throughout the project lifecycle.

Key Responsibilities

• Maintain and manage document control systems, including folder structures, naming conventions, and workflows for document distribution.
• Register and monitor drawings, specifications, material submissions, RFIs, reports, meeting minutes, and correspondence.
• Control revisions of documents to guarantee teams utilize the most up-to-date approved information.
• Handle the administration of all incoming and outgoing document transmittals.
• Keep updated registers of drawings, submission trackers, approval logs, RFI logs, and document status reports.
• Coordinate document submissions with clients, consultants, contractors, suppliers, and internal teams.
• Track review deadlines and actively follow up on any overdue submissions and approvals.
• Verify documents for correct numbering, formatting, completeness, and necessary attachments before issuing.
• Archive superseded documents while preserving clear, auditable revision histories.
• Produce weekly document control reports highlighting any missing or overdue information.
• Assist with project handover by assembling approved drawings, warranties, manuals, certificates, and closing records.
• Ensure confidentiality of information and adhere to 4SPACE’s information management standards.

Candidate Profile

• Possesses a diploma or bachelor’s degree in Business Administration, Engineering, Construction Management, or related fields.
• At least 3 years of experience in document control within interior design, architecture, engineering, consultancy, or fit-out projects.
• Preferably has experience working on projects within the UAE or GCC region.
• Strong grasp of drawing revisions, transmittals, submissions, RFIs, approvals, and project correspondence.
• Excellent attention to detail, organizational ability, follow-up proficiency, and time management skills.
• Proficient in Microsoft Office suite, particularly Excel, Word, and Outlook.
• Experience with document management platforms such as Aconex, Asite, Procore, Autodesk Construction Cloud, SharePoint, or comparable tools is advantageous.
• Familiarity with project management systems is a plus.
• Strong command of both written and spoken English.
• Capable of professional coordination across multiple teams and stakeholders.

Desired Attributes

The ideal candidate will bring discipline, precision, and structure to managing project documentation. Being proactive with follow-ups, confident handling large volumes of documents, and committed to maintaining an accurate audit trail are essential traits. While the Document Controller does not approve the technical content, the role is crucial for ensuring all stakeholders receive accurate and timely documentation.