Document Controller

Al Futtaim Private Company (LLC); Dubai; On-site; AED 70,000 - 110,000; Full time

Job summary

Al Futtaim Private Company (LLC) in Dubai seeks a Document Controller to manage project documentation, correspondence and administration across the department. You will ensure records are maintained, distributed, and archived using Aconex, supporting transparency and compliance through all project phases.

The role requires 3–5 years of document control experience, strong organizational and communication skills, and the ability to handle confidential information within a construction/real estate

Qualifications

• Bachelor's degree in Business Administration, Project Management, Engineering, Information Management or related field.
• 3–5 years of experience in document control or project administration.
• Experience in construction, engineering, real estate, cultural projects or similar preferred.
• Experience administering Aconex on complex projects involving multiple consultants, contractors, and internal stakeholders.

Responsibilities

• Administer and manage the project document control system using Aconex.
• Register, track, distribute and archive all incoming and outgoing correspondence, drawings, reports, RFIs, submittals and contractual documents.
• Maintain accurate document logs and ensure proper version control.
• Ensure timely circulation of documents to relevant stakeholders.
• Monitor submission workflows and ensure adherence to approved document control procedures.
• Set up and maintain project workflows, distribution matrices and access permissions within Aconex.
• Generate reports from Aconex on document status, overdue submissions and approval timelines.
• Provide basic user support and coordination related to Aconex usage.
• Organize meetings, prepare agendas and coordinate logistics.
• Record and distribute meeting minutes in a timely and professional manner.
• Maintain action trackers and follow up on pending items.
• Provide administrative support to the Cultural Projects Department Director and team members.

Skills

Aconex proficiency

Document control

Version control

Communication skills

Confidential documents handling

Education

Bachelor's degree in Business Administration/Project Management/Engineering/Information Management

Tools

Aconex

Job description

Overview Of The Role

The Document Controller is responsible for managing all project documentation, correspondence and administrative coordination within the department. This role ensures that all project records are accurately maintained, properly distributed and securely archived using the organization s document management systems, including Aconex. The position plays a critical role in maintaining transparency, traceability and compliance across all project phases from initiation to handover. Success in this role is measured by the effective organization of documentation, timely distribution, adherence to compliance standards and support of project workflows.

What You Will Do

Document Control Management

• Administer and manage the project document control system using Aconex
• Register, track, distribute and archive all incoming and outgoing correspondence, drawings, reports, RFIs, submittals and contractual documents
• Maintain accurate document logs and ensure proper version control
• Ensure timely circulation of documents to relevant stakeholders
• Monitor submission workflows and ensure adherence to approved document control procedures

Aconex Administration

• Set up and maintain project workflows, distribution matrices and access permissions within Aconex
• Ensure all consultants and contractors comply with document submission protocols
• Generate reports from Aconex on document status, overdue submissions and approval timelines
• Provide basic user support and coordination related to Aconex usage

Meeting Administrative Support

• Organize meetings, prepare agendas and coordinate logistics
• Record and distribute meeting minutes in a timely and professional manner
• Maintain action trackers and follow up on pending items
• Provide administrative support to the Cultural Projects Department Director and team members

Records Archiving

• Maintain both electronic and physical filing systems in compliance with organizational standards
• Ensure secure storage of sensitive and contractual documentation
• Support the preparation of final project documentation including as-built records and handover files
• Ensure proper archiving of completed projects in accordance with audit and compliance requirements

Communication Coordination

• Serve as the primary point of contact for document-related communication between consultants, contractors and internal stakeholders
• Ensure formal correspondence is issued in accordance with established templates and approval processes
• Track deadlines and ensure timely responses to official communications

Required Skills To Be Successful:

Proficiency in Aconex for document management and reporting. Strong understanding of document numbering, version control, and records management. Excellent organizational and communication skills. Ability to manage confidential and sensitive documents professionally.

What Qualifies You For The Role:

Bachelor's degree in Business Administration, Project Management, Engineering, Information Management or a related field. Minimum 3-5 years of experience in document control or project administration, preferably within construction, engineering, real estate, cultural projects or similar. Proven experience administering Aconex on complex projects involving multiple consultants, contractors, and internal stakeholders. Strong knowledge of document control processes, procedures, and best practices.