Document Controller

Egisgroup; Dubai; On-site; AED 150,000 - 300,000; Full time

Job summary

Egisgroup is seeking a seasoned Document Controller in Dubai to lead corporate document control operations. You will establish and maintain robust control systems, ensuring accuracy, traceability, and regulatory compliance across project documentation.

You will drive version control, audits, and EDMS implementations while collaborating with cross-functional teams to improve efficiency and information governance.

Qualifications

• Bachelors in business, information management, or related field.
• 10+ years in document control or records management.
• Experience in construction, engineering, manufacturing industries.
• Proficient with EDMS platforms (Aconex) and document mgmt systems.
• Expert MS Office (Word, Excel, PowerPoint).
• Solid knowledge of document control processes and standards.
• Auditing and regulatory compliance experience.

Responsibilities

• Establish, implement, and maintain document control systems for all project docs.
• Receive, log, distribute, and track incoming/outgoing documents.
• Maintain and update document registers, databases, and archives.
• Implement and monitor document control procedures/workflows.
• Manage document version control with project teams.
• Conduct regular audits to verify compliance.
• Prepare and distribute reports and project materials to stakeholders.
• Train and support team members on document control processes.
• Assist with EDMS implementation and customization.
• Analyze workflows to streamline processes and increase efficiency.

Skills

Organizational skills

Time management

Analytical thinking

Problem-solving

Communication skills

Team collaboration

Independent work

Auditing

Education

Bachelor's Degree in Business Administration, Information Management, Records Management, or related field

Tools

Aconex

EDMS

Document management systems

MS Office

Job description

We're looking for a detail-oriented and highly organized Document Controller to join our dynamic team in Dubai, United Arab Emirates. In this pivotal role, you will be the backbone of our document management operations, ensuring that all project documentation is meticulously controlled, properly maintained, and readily accessible. You will work collaboratively with cross-functional teams to establish robust document control systems, implement best practices, and maintain compliance with company standards and industry regulations. This position offers an excellent opportunity to make a meaningful impact on project success through efficient and transparent document management.

Establish, implement, and maintain comprehensive document control systems for all project-related documents, ensuring consistency and compliance across the organization.

Receive, log, distribute, and track incoming and outgoing documents in a timely and organized manner.

Ensure all documents are properly filed, stored, indexed, and easily retrievable through effective filing and archiving systems.

Maintain and update document registers, databases, and archives with accuracy and precision.

Implement and monitor document control procedures and workflows, making recommendations for process improvements.

Manage document version control and revision management in collaboration with project teams to prevent confusion and ensure accuracy.

Conduct regular audits to verify compliance with document control procedures and identify areas for enhancement.

Prepare, organize, and distribute reports, presentations, and project-related materials to stakeholders.

Train and support team members on document control processes, systems, and best practices, fostering a culture of compliance.

Assist in the implementation and maintenance of electronic document management systems (EDMS), customizing solutions to meet organizational needs.

Analyze document workflows and identify opportunities to streamline processes and increase efficiency.

Maintain knowledge of relevant industry regulations, standards, and compliance requirements specific to our operations.

Required Qualifications

• Bachelor's Degree in Business Administration, Information Management, Records Management, or related field
• Minimum 10 years of professional experience in document control, records management, or similar role
• Proven experience in construction, engineering, manufacturing, or related industries
• Advanced proficiency with EDMS platforms (such as Aconex) and document management systems
• Expert-level skills in Microsoft Office Suite (Word, Excel, PowerPoint)
• Strong knowledge of document control processes, industry best practices, and international standards
• Demonstrated experience with database management and data entry
• Proficiency with filing, archiving, and retrieval systems
• Excellent organizational and time management skills with exceptional attention to detail
• Strong analytical and problem-solving abilities
• Proven ability to work efficiently in fast-paced environments while managing multiple priorities
• Excellent written and verbal communication skills
• Strong interpersonal and collaborative skills with ability to work effectively in team settings
• Ability to work independently and take ownership of responsibilities
• Experience conducting audits and ensuring regulatory compliance

Preferred Qualifications

• Certification in Records Management or Document Control (such as ARMA or equivalent)
• Experience with system implementation and customization
• Demonstrated experience training and mentoring team members
• Knowledge of Arabic language
• Experience with project management tools and methodologies
• Familiarity with UAE-specific regulatory requirements and industry standards

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