Document Controller (UAEN)

About the Organization

Emirates Electrical Engineering is part of the Al Rostamani Group, a diversified UAE business group with interests across general trading, automobiles, heavy equipment, travel, foreign exchange, financial services, property management, construction, infrastructure development, and IT services. The group has been active since 1957 and employs around 2,000 people representing 41 nationalities, creating a multicultural workplace built around commitment, care, and vision.

Emirates Electrical Engineering delivers integrated turnkey solutions for solar rooftop projects for commercial and industrial buildings in the UAE, and also undertakes the design and construction of electrical power infrastructure such as high-voltage substations, cable networks, and transmission lines.

Role Purpose

The Document Controller will oversee the handling, tracking, storage, and controlled distribution of project documents for a construction project. The position ensures that drawings, contracts, RFIs, submittals, reports, and related records are accurately maintained and made available to the right people at the right time. Strong hands-on experience with Aconex is essential, as the role depends heavily on that platform for document circulation, approvals, and status tracking.

Key Responsibilities

The role covers end-to-end document control, Aconex administration, compliance monitoring, coordination with project stakeholders, and reporting.

• Organize and maintain all project documentation, including drawings, technical submittals, contracts, reports, RFIs, and correspondence, so they remain easy to locate and properly filed.
• Use Aconex to store, issue, and circulate documents in line with internal document control procedures.
• Keep document versions under control so that current revisions are always accessible and superseded copies are archived correctly.
• Manage the movement of documents between the project team, consultants, contractors, and other stakeholders to support timely project progress.
• Help the project team retrieve records quickly and efficiently whenever required.
• Upload, register, categorize, and monitor project documents within Aconex.
• Track incoming and outgoing document flows through Aconex and ensure they are filed and distributed to the appropriate recipients.
• Coordinate submissions, reviews, and approvals in Aconex in accordance with project deadlines and requirements.
• Support team members in using Aconex for document submission, review, and approval activities.
• Maintain document logs and status records such as pending, under review, and approved.
• Administer a centralized document management system so records remain searchable and well structured.
• Issue documents to the relevant parties on time while following established procedures and protocols.
• Ensure document control practices are aligned with company policy, project requirements, and industry standards.
• Distribute controlled copies only and make sure outdated versions are withdrawn from circulation.
• Track revisions and ensure updates are reflected in Aconex and communicated to the right personnel.
• Verify that documentation remains complete, accurate, current, and compliant with applicable requirements.
• Carry out periodic checks and audits on project records to confirm adherence to quality and document control standards.
• Coordinate document review and approval cycles and ensure all required approvals are properly captured in Aconex.
• Serve as the main contact for document-related questions from the project team, subcontractors, clients, and consultants.
• Work with project teams to make sure documents are submitted, tracked, and reviewed on schedule.
• Assist with meeting coordination, preparation of minutes, and distribution of action items and related records.
• Prepare routine documentation reports covering pending approvals, submissions, delays, and overall document status.
• Keep an organized archive of project documentation for audit checks and future reference.

Requirements

• A bachelor’s degree or an equivalent qualification in administration, engineering, or a related discipline is required.
• At least 3 years of document control experience within the construction sector is needed.
• Prior practical experience with Aconex is mandatory.
• Working knowledge of document management systems, document control workflows, and construction project records is important.
• Ability to handle document numbering, filing, archiving, retrieval, version tracking, and approval workflows.
• Familiarity with MEP and construction documentation such as shop drawings, as-built drawings, RFIs, submittals, and transmittals.
• Understanding of QA/QC practices, ISO 9001 principles, and document control best practices.
• Experience coordinating authority submissions and approvals with bodies such as ADDC, ADM, DEWA, and Civil Defense.
• Strong working knowledge of MS Office tools, Adobe Acrobat, and database or record-management tools.
• Ability to manage sensitive project information confidentially and securely.

Candidate Profile

This opportunity is intended for professionals with construction document control experience, strong Aconex skills, and a structured approach to managing technical records and stakeholder communications. The employer also values motivation, willingness to learn, and alignment with its core values of care, commitment, and vision.

About the Employer

The organization emphasizes meaningful work, growth, learning, contribution, and success for its employees. It also highlights a strong community connection and a diverse workforce as part of its workplace culture.