Document Controller

Sankari; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading construction firm in Dubai is seeking an experienced Document Control Specialist to manage project documentation and communication. The ideal candidate should have a diploma or degree in Engineering or a related field, with at least 5 years of relevant experience in the UAE. Proficiency in Aconex and Autodesk is essential. This role includes coordinating with contractors and consultants, managing tender documentation, and liaising with authorities for permits.

Qualifications

• Minimum of 5 years’ experience in document control in UAE/GCC.
• Familiarity with tendering processes and contract management.
• Experience in real estate development and construction.

Responsibilities

• Manage and control project documentation.
• Coordinate with contractors and consultants for documentation.
• Compile and maintain tender-related documents.
• Act as communication channel for contracts and correspondence.
• Liaise with authorities for permits and NOCs.
• Compile and maintain project close-out documents.

Skills

Document control proficiency

Strong communication skills

Coordination with internal teams

Knowledge of UAE permit processes

Education

Diploma or Bachelor's degree in Engineering

Tools

Aconex

Autodesk

MS Office Suite

Job description

Key Responsibilities

1. Document Control & Management

• Receive, log, and distribute project documentation (e.g., drawings, submittals, reports, letters, RFIs, and correspondence) from contractors and consultants.
• Maintain a structured filing system—both hard copy and electronic—for all project documents.
• Ensure documents are reviewed, approved, and issued in accordance with established document control procedures.
• Implement and maintain document control processes and procedures as per company or project-specific requirements.
• Monitor document status to ensure timely action, follow-up, and closure.
• Distribute controlled copies of the latest approved documents and drawings and archive obsolete versions properly.

2. Coordination & Communication

• Coordinate with consultants, contractors, and internal project teams to collect, distribute, and track documents.
• Ensure prompt distribution of documents to relevant team members.
• Support project teams during the construction phase with accurate and timely documentation.

3. Tender Documentation Management

• Compile, organize, and maintain all tender-related documents (e.g., RFPs, BOQs, drawings, specifications).
• Prepare and issue tender packages to prequalified bidders in line with project team procedures.
• Coordinate document collation from various departments (Design, QS, Procurement, Commercial, etc.).
• Maintain a document register for all incoming and outgoing tender documents.

4. Contract Finalization & Distribution (Awarding Stage)

• Act as the official communication channel for all incoming and outgoing contract documents and correspondence between the developer and contractors/bidders.
• Maintain signed contract agreements and associated documents (drawings, specifications, conditions, appendices).
• Distribute executed contract documents to internal stakeholders, including Project Director, Commercial, Legal, and Finance teams.

5. Authority Coordination (Permits & NOCs)

• Liaise with relevant authorities to coordinate the submission, follow-up, and receipt of permits and NOCs required prior to contractor mobilization.

6. Project Close-Out Documentation

• Compile, review, and maintain all project close-out documents, including as-built drawings, O&M manuals, warranties, and completion certificates.
• Ensure proper archiving of all final project documentation for future reference.

Qualifications & Experience

• Diploma or Bachelor’s degree in Engineering, Construction Management, Business Administration, or related field.
• Minimum of 5 years’ experience in document control within real estate development, construction, or engineering projects in the UAE/GCC.
• Proficient in document control software (e.g., Aconex, SharePoint, and MUST have experience with Autodesk) and MS Office Suite.
• Strong knowledge of document control procedures, tendering processes, and contract management.
• Familiarity with UAE authority permit and NOC processes is an advantage.