Document Controller

Star Services; Dubai; On-site; AED 150,000 - 210,000; Full time

Job summary

Star Services in Dubai seeks an experienced Senior Document Controller to manage Aconex workflows, registers and archives for complex construction media and multidisciplinary projects. You will ensure accuracy of document metadata, maintain registers and trackers, and coordinate with senior stakeholders under tight deadlines.

You will lead onboarding, training and user support, link records with change controls, and prepare handover archives and closeout packages, with a focus on confidentiality

Qualifications

• . Five or more years of document-control experience on complex projects.
• . Experience with Aconex workflows, transmittals and reporting.
• . Advanced Excel and Microsoft 365 skills.

Responsibilities

• Administer Aconex and approved registers, workflows, distribution groups, user permissions and naming conventions.
• Receive, quality-check, register, issue and archive drawings, specifications, reports, RFIs, submittals, transmittals, instructions, change requests, letters, minutes and commercial records in accordance with access controls.
• Maintain the master document register, deliverables register, RFI/submittal trackers, correspondence log, revision history and controlled distribution matrix.
• Check document numbers, metadata, revision status, file formats, references and workflow routing before issue; reject or return non-conforming submissions with a clear reason.
• Monitor review periods and overdue actions; issue daily/weekly status and ageing reports and elevate priority items.
• Ensure superseded information is clearly identified and that current approved information is readily available to authorized users.
• Support meeting administration by circulating agendas/minutes/actions where required and linking decisions to the controlled record.
• Coordinate onboarding, training and user support for project participants; maintain auditable records of access changes.
• Support change control by linking instructions, RFIs, quotations, approvals and variation records without interpreting entitlement or approving cost.
• Prepare handover archives, final indexes, document‑quality checks and closeout packages; support periodic audits and confidentiality/data‑retention requirements.
• Five or more years of document‑control experience on complex construction, fit‑out, museum, exhibition or multidisciplinary projects; UAE experience preferred.
• Strong practical Aconex capability, including workflows, transmittals, mail, packages, registers and reporting.
• Working knowledge of construction document types, revisions, approvals, RFIs, submittals and change‑control records.
• Advanced Excel and Microsoft 365 skills; accurate, organised and confident coordinating senior stakeholders.
• Excellent written and spoken English; Arabic is advantageous.
• Able to work under time pressure, protect confidential information and escalate issues without bypassing authority.
• Reporting line and day‑to‑day supervisor.
• Full‑time site/office requirement, working hours and any weekend/night coordination.
• Contract duration, mobilisation date and extension option.
• Rate or salary band, agency fee basis, leave/cover arrangement and equipment.
• Ensure minute‑taking and general project administration are included.

Skills

Document control

Excel

Microsoft 365

Stakeholder coordination

English language

Tools

Aconex

Microsoft 365

Job description

Core responsibilities

• Administer Aconex and any approved transitional registers, workflows, distribution groups, user permissions and naming conventions.
• Receive, quality-check, register, issue and archive drawings, specifications, reports, RFIs, submittals, transmittals, instructions, change requests, letters, minutes and commercial records in accordance with access controls.
• Maintain the master document register, deliverables register, RFI/submittal trackers, correspondence log, revision history and controlled distribution matrix.
• Check document numbers, metadata, revision status, file formats, references and workflow routing before issue; reject or return non-conforming submissions with a clear reason.
• Monitor review periods and overdue actions; issue daily/weekly status and ageing reports and elevate priority items.
• Ensure superseded information is clearly identified and that current approved information is readily available to authorized users.
• Support meeting administration by circulating agendas/minutes/actions where required and linking decisions to the controlled record.
• Coordinate onboarding, training and user support for project participants; maintain auditable records of access changes.
• Support change control by linking instructions, RFIs, quotations, approvals and variation records without interpreting entitlement or approving cost.
• Prepare handover archives, final indexes, document‑quality checks and closeout packages; support periodic audits and confidentiality/data‑retention requirements.
• Five or more years of document‑control experience on complex construction, fit‑out, museum, exhibition or multidisciplinary projects; UAE experience preferred.
• Strong practical Aconex capability, including workflows, transmittals, mail, packages, registers and reporting.
• Working knowledge of construction document types, revisions, approvals, RFIs, submittals and change‑control records.
• Advanced Excel and Microsoft 365 skills; accurate, organised and confident coordinating senior stakeholders.
• Excellent written and spoken English; Arabic is advantageous.
• Able to work under time pressure, protect confidential information and escalate issues without bypassing authority.
• Reporting line and day‑to‑day supervisor.
• Full‑time site/office requirement, working hours and any weekend/night coordination.
• Contract duration, mobilisation date and extension option.
• Rate or salary band, agency fee basis, leave/cover arrangement and equipment.
• Ensure minute‑taking and general project administration are included.