Document Controller

Ejadah Asset Management Group LLC; Abu Dhabi; On-site; AED 60,000 - 90,000; Full time

Job summary

Ejadah Asset Management Group LLC is seeking a highly organized Document Controller to manage and maintain operational, technical, and administrative documentation within a Facilities Management environment.

You will ensure documents are recorded, classified, distributed, archived, and retrieved with proper version control and confidentiality, working with FM Operations, Engineering, HSE, Quality, Procurement, and Commercial teams.

Qualifications

• Diploma or bachelor’s degree in a relevant field.
• 2–5 years of document control or project documentation experience.
• Experience in Facilities Management, construction, MEP, property management or engineering services is preferred.

Responsibilities

• Manage receipt, registration, distribution, filing and archiving of all documents.
• Maintain document registers, drawing registers, correspondence logs and transmittal records.
• Coordinate with FM and engineering teams to ensure documents are submitted, reviewed and filed.
• Prepare and maintain document-control status reports and trackers; support audits.

Skills

Document control

Records management

Version control

Attention to detail

Communication

Education

Diploma in Business Administration

Bachelor's degree in Facilities Management

Bachelor's degree in Engineering

Tools

EDMS/SharePoint

Microsoft Office

Job description

We are seeking a highly organised and detail-oriented strong Document Controller strong to manage control and maintain operational technical and administrative documentation within a Facilities Management environment The successful candidate will be responsible for ensuring that documents are properly recorded classified distributed tracked archived and retrieved while maintaining document accuracy version control and confidentiality The position will work closely with FM Operations Engineering HSE Quality Procurement Commercial teams clients contractors and service providers

strong u Key Responsibilities

u strong strong Document Control Records Management strong Manage the receipt registration distribution filing and archiving of all incoming and outgoing documents Maintain an organised electronic and physical document filing system Ensure documents are properly indexed numbered classified and stored for easy retrieval Maintain up-to-date strong document registers drawing registers correspondence logs and transmittal records strong Ensure only the latest approved revisions of documents are available to relevant stakeholders Track document revisions and maintain proper strong version control strong Identify obsolete or superseded documents and ensure they are appropriately archived Maintain confidentiality and appropriate access controls for sensitive documentation Regularly review document registers to ensure records are complete and up to date strong FM Technical Documentation strong Maintain Facilities Management operational and technical records including PPM records and schedulesCorrective and reactive maintenance recordsWork orders and job cardsAsset documentationEquipment manuals and O M manualsTechnical reportsInspection and testing recordsMethod statements and risk assessmentsHSE documentationPermits and certificatesContractor and subcontractor documentationQuotations purchase-related documentation and supporting recordsService reports and completion reportsAudit and compliance documentsCoordinate with FM and engineering teams to ensure required documents are submitted reviewed approved and properly filed Track outstanding documentation and follow up with responsible teams vendors and contractors strong Correspondence Submittals strong Prepare and maintain logs for incoming and outgoing correspondence Coordinate document submissions and transmittals between internal teams clients consultants contractors and suppliers Track documents requiring review approval comments or resubmission Monitor pending documents and follow up to ensure timely closure Ensure approved documentation is distributed to the relevant departments and stakeholders strong Reporting Administrative Support strong Prepare regular document-control status reports and outstanding-document trackers Support the FM team in compiling monthly reports and client submissions Assist in preparing documentation required for internal and external audits Maintain records required for operational reviews and contract compliance Support mobilisation and demobilisation activities by organising project site documentation and handover records Assist operations teams with administrative coordination filing scanning printing and document retrieval when required

Qualifications

Diploma or Bachelor's degree in Business Administration, Document Management, Engineering, Facilities Management or a related field.Preferably 2–5 years of experience in document control, administration or project documentation.Previous experience within Facilities Management, construction, MEP, property management or engineering services is highly preferred.UAE/GCC experience will be an advantage.Strong knowledge of document-control principles, filing systems, document numbering and revision control.Good working knowledge of Microsoft Word, Excel, Outlook and PowerPoint.Experience with electronic Document Management Systems (DMS/EDMS) and SharePoint-type environments is advantageous.Ability to maintain large volumes of documentation accurately and systematically.Good written and verbal communication skills in English.Strong attention to detail with excellent organisational and follow-up abilities.Ability to manage multiple priorities and meet deadlines in a fast-paced FM environment.