Document Controller

Stantec; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading engineering firm in Abu Dhabi seeks a detail-oriented Document Controller to manage project documentation. The ideal candidate will have a minimum of five years' experience in an engineering or architectural context and be proficient in document control software such as Aconex and SharePoint. Responsibilities include ensuring document accuracy, coordinating with teams, and providing administrative support. Strong organizational and communication skills are essential for this role.

Qualifications

• Minimum of five years' experience in document management in an engineering or architectural firm.
• Strong organizational skills to manage project documentation.
• Excellent communication skills to liaise with various teams.

Responsibilities

• Manage and control project-related documents for accuracy and compliance.
• Register all incoming and outgoing correspondence and maintain documentation.
• Coordinate with consultants and contractors to facilitate document workflow.

Skills

Document management system experience

Strong communication skills

Organizational skills

Analytical problem solving

Proficient in Aconex, Unifier, SharePoint

Good English oral and writing skills

Education

Graduate of Business or Secretarial Course

Tools

Aconex

Unifier

SharePoint

Job description

We are seeking a highly organized and detail-oriented Document Controller to join our team in Al Ain, United Arab Emirates. As a Document Controller, you will be responsible for managing and controlling all project-related documents, ensuring accuracy, completeness, and compliance with company standards.

Key Accountabilities

• Administrative correspondence and filing
• Registering all incoming and outgoing correspondences, MoMs, Drawings & technical submittals
• Maintaining a register of all incoming and outgoing mail, stamping, and recording of mail before circulating for distribution
• Control/Tracking/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions, change orders, NFC, RFI, CVI, RFM, Letters, staff daily reports, submittals, and other pertinent documents from the client and subcontractors (including Atkins internal documents)
• Receiving, logging, distributing all technical documents and coordinating and monitoring administrative activities to facilitate and expedite workflow
• Maintaining and archiving all files
• Coordinating with other Consultants & Contractors to facilitate document workflow and ensure document status is closed
• Electronic transmission of documents
• Data input to database related to document receiving & tracking
• Assisting Site office administration
• Coordinating with the respective Resident Engineers, Secretaries, and other staff to ensure correctness of records
• Regular periodic backup (electronic copy) of project documents
• Providing office employees with administrative support including typing, filing, answering telephones, taking messages, maintaining appointment calendar, and other general office duties
• Assisting with the preparation of technical specifications, tendering and contract administration
• Ensuring that each project or project phase is properly invoiced in a timely manner and managed
• Collaborating and working as part of a team and in conjunction with all employees
• Liaising with teams working remotely from other parts of the world to facilitate the completion of tasks and projects
• Being a good communicator
• Following safe work practices and adhering to company guidelines, policies, Stantec Core Values, and Stantec Quality Systems and Project Quality Procedures
• Completing other duties as requested by the Resident Engineer

Qualifications

• Five (5) years minimum experience in document management system in an engineering or architectural firm
• Graduate of Business or Secretarial Course
• Strong communication and organizational skills
• Good English oral and writing skills
• Analytical problem solving and organizational ability
• Proven knowledge on document management, including all necessary software
• Proficient in document control software Aconex, Unifier, SharePoint