Document Controller

Gardinia Contracting; Dubai; On-site; AED 70,000 - 110,000; Full time

Job summary

Gardinia Contracting, a Dubai-based construction specialist, seeks a Document Controller to manage project documentation across design, engineering and construction. You will ensure accuracy, traceability and compliance with company standards, including EDMS like Aconex, SharePoint and BIW.

Responsibilities include maintaining document registers, coordinating submissions with consultants and contractors, and producing status reports and meeting minutes.

Qualifications

• Bachelor's degree or diploma in Engineering, Business Administration, or a related field is required.
• 3–5 years of experience as a Document Controller in a consultant or contracting firm is mandatory.
• Proficiency with EDMS platforms and standard project docs like drawings, RFIs, submittals, ITPs, and NCRs is expected.

Responsibilities

• Establish, maintain, and administer the document control system (EDMS) for project docs.
• Register, log, and distribute drawings, RFIs, method statements, ITPs, NCRs, and other documents to stakeholders.
• Maintain document registers and logs with version control and traceability.
• Coordinate with consultants, contractors, subcontractors, and client reps for submission and approvals.
• Ensure documents are formatted and filed according to conventions and naming standards.
• Track document status and generate regular status reports for management.
• Assist in monthly progress reports and meeting minutes.

Skills

Document control

Attention to detail

Communication

Education

Bachelor's degree or diploma in Engineering, Business Administration, or related field

Tools

Aconex

SharePoint

BIW

Job description

We are Azizi, a leading Dubai-based developer and a passionate team of people driven by the goal of crafting beautiful homes for people living in the UAE. Our portfolio spans across Dubai’s prime residential and commercial destinations, showcasing our commitment to transparency, customer centricity, quality, integrity and adding value through a construction-driven approach.

Gardinia Contracting, the fully integrated construction powerhouse behind Azizi Developments, is at the forefront of some of Dubai’s most ambitious real estate ventures. Our team is responsible for delivering iconic projects such as Burj Azizi, poised to become the world’s second tallest tower, and the expansive Azizi Venice master community in Dubai South. From civil works and MEP to interior fit-outs, landscaping, and pools, we manage every detail in-house through a hands-on, quality-first approach. Gardinia is rapidly scaling to support a growing portfolio of luxury residential, commercial, and hospitality developments. If you are ready to be part of the team shaping Dubai’s skyline, your future starts here.

As a Document Controller, you will be responsible for managing the flow of project documentation across design, engineering, and construction teams, ensuring accuracy, traceability, and compliance with company and project quality standards.

Responsibilities

• Establish, maintain, and administer the document control system (EDMS) for incoming and outgoing project correspondence, drawings, specifications, and technical submittals
• Register, log, and distribute drawings, RFIs, method statements, ITPs, NCRs, and other project documents to relevant stakeholders in a timely manner
• Maintain accurate document registers and transmittal logs, ensuring version control and traceability of all project documentation
• Coordinate with consultants, contractors, subcontractors, and client representatives for document submission, review, and approval cycles
• Ensure all documents are formatted, coded, and filed according to project document numbering and naming conventions
• Track document status (submitted, under review, approved, rejected, resubmitted) and generate regular status reports for project management
• Support the preparation of monthly progress reports, meeting minutes, and document tracking dashboards
• Ensure compliance with ISO 9001 and project-specific quality management procedures related to document control
• Archive and maintain both physical and electronic project records in accordance with company retention policies
• Coordinate document handover process at project close-out, including as-built drawings, O&M manuals, and final project records
• Provide training and guidance to junior document control staff or project coordinators, where applicable
• Liaise with IT/EDMS support teams to resolve system issues and improve document workflows

Requirements

• Bachelor's degree or diploma in Engineering, Business Administration, or a related field (or equivalent professional experience)
• Minimum 3–5 years of experience as a Document Controller, with proven experience in a Consultant or Contracting firm
• Prior experience on building construction projects is mandatory (residential, commercial, or mixed-use developments preferred)
• Proficiency in document management systems such as Aconex, SharePoint, BIW, or equivalent EDMS platforms
• Strong working knowledge of MS Office (Word, Excel, Outlook) and PDF management tools
• Familiarity with construction project documentation standards, including drawing registers, RFIs, submittals, ITPs, and NCRs