Document Controller

Emirates Electrical Engineering LLC; Dubai; On-site; AED 70,000 - 110,000; Full time

Job summary

Al Rostamani Group is seeking a Document Controller to manage project documentation, using Aconex to control submissions, reviews, and approvals. The role supports the project team, including consultants and contractors, ensuring timely distribution and version control of all drawings, contracts, RFIs, and reports.

The ideal candidate has 3+ years in document control within construction and a strong understanding of document management systems, QA/QC standards, and compliance requirements.

Qualifications

• Bachelor’s degree or equivalent in Administration/Engineering or related field.
• 3+ years of document control experience in construction.
• Experience with Aconex is mandatory.

Responsibilities

• Manage and organize all project-related documents, ensuring easy accessibility and proper filing.
• Ensure documents are stored and distributed correctly using Aconex.
• Maintain version control and archiving of all documents.
• Monitor and control document flow between project team, consultants, and contractors.
• Coordinate submissions, reviews, and approvals within the Aconex platform.
• Provide training and support on using Aconex for submission, review, and approvals.
• Prepare regular reports on document status and delays.

Skills

Document Management Systems

Version Control

Compliance & Standards

Reporting & Auditing

MS Office Proficiency

Education

Bachelor’s degree or relevant qualification in Administration, Engineering, or related field

Tools

Aconex

Procore

EDMS

SharePoint

Primavera Contract Management

Job description

Job Description:

Every employee at Al Rostamani Group plays a role in making a real difference to the business and our customers. We care for our employees by offering them meaningful and purposeful work and an opportunity to grow, learn, contribute and succeed. Today, the Al Rostamani Group has come a long way since its birth in 1957. Our group has grown steadfastly with the guiding principles of Commitment, Care & Vision, alongside a strong sense of active involvement in the community. We are a well-diversified group, with a key presence in industries such as General Trading, Automobiles and Heavy Equipment, Travel, Foreign Exchange, Financial Services, Property Management, Construction, Infrastructure Development and Information Technology Services. Our Group employs approximately 2000 people from 41 different nationalities, which contributes to our multicultural and multi-national environment.

Emirates Electrical Engineering is a specialized business platform that provides comprehensive turnkey solutions combining development, financing, construction and operation of solar rooftops for commercial and industrial building in the UAE, also a responsive and flexible organization dedicated for the design and construction of turnkey electrical power projects such as High Voltage Substations, Cable Networks and Transmission Lines.

Job Purpose

The Document Controller is responsible for managing and controlling all documentation related to the construction project, ensuring that all documents are accurately filed, tracked, and made accessible to authorized personnel. The role involves working closely with the project team to ensure the smooth flow of project documentation, including drawings, contracts, RFIs, submittals, and reports. A key aspect of this role is experience with Aconex, a document management software used in construction projects to streamline document distribution, approvals, and tracking.

Job Responsibilities

Document Management

• Manage and organize all project-related documents, including drawings, technical submittals, contracts, reports, RFIs, and correspondence, ensuring they are easily accessible and properly filed.
• Ensure that all documents are stored and distributed correctly using Aconex, adhering to the company’s document control procedures.
• Maintain version control of all documents, ensuring that the latest versions are available and previous versions are archived appropriately.
• Monitor and control the flow of documents between the project team, consultants, contractors, and other stakeholders, ensuring timely and accurate distribution.
• Support the project team in retrieving documents quickly and efficiently, ensuring smooth project execution.

Aconex Management

• Work extensively with Aconex to upload, manage, and track project documents, ensuring all project documentation is properly registered and categorized.
• Ensure all incoming and outgoing documents via Aconex are correctly filed, tracked, and distributed to the relevant team members.
• Coordinate document submissions, reviews, and approvals within the Aconex platform, ensuring that documents are processed according to the project's requirements and timelines.
• Provide training and support to the team members on how to effectively use Aconex for document submission, review, and approval.
• Maintain document logs, including tracking document statuses (pending, under review, approved, etc.) within Aconex.

Documentation Control And Distribution

• Maintain and update a centralized document management system, ensuring that all documents are categorized and easy to search.
• Ensure that all documents are shared with the relevant parties in a timely manner, following the document control procedures and protocols.
• Ensure compliance with project document control procedures, industry standards, and company policies.
• Issue controlled copies of documents to stakeholders and ensure that only the most up-to-date versions are in circulation.
• Track document revisions and ensure all changes are reflected in Aconex and communicated to the relevant personnel.

Quality Assurance And Compliance

• Ensure that all documentation complies with relevant standards and regulations and is complete, accurate, and up to date.
• Conduct periodic checks and audits of project documentation to ensure compliance with quality control and document control procedures.
• Coordinate the review and approval process for all documents, ensuring that the correct approvals are obtained and recorded in the Aconex system.

Communication And Coordination

• Act as the primary point of contact for document-related inquiries from the project team, subcontractors, clients, and consultants.
• Coordinate with project teams to ensure that the proper documents are submitted, tracked, and reviewed in a timely manner.
• Assist in coordinating meetings, preparing meeting minutes, and distributing action items and documentation to all relevant stakeholders.

Reporting And Documentation Control

• Prepare and generate regular reports on the status of project documentation, highlighting pending approvals, submissions, and potential delays.
• Maintain a record of all project documentation for audit purposes and future reference.

Job Requirements

Education

• Bachelor’s degree or relevant qualification in Administration, Engineering, or related field.

Experience

• 3+ years of experience in document control within the construction industry.
• Prior experience working with Aconex is mandatory.
• Familiarity with document management systems, document control processes, and construction project documentation.

Skills

• Document Management Systems (DMS) – Proficiency in Aconex, Procore, EDMS, SharePoint, Primavera Contract Management, or similar systems.
• Document Control Procedures – Implementing and maintaining document numbering, filing, archiving, and retrieval systems.
• Records Management – Ensuring proper storage, retrieval, and backup of drawings, specifications, contracts, and correspondence.
• Compliance & Standards – Understanding of ISO 9001, QA/QC procedures, and document control best practices.
• Version Control & Tracking – Managing revisions, approvals, and superseded documents to ensure up-to-date records.
• MEP & Construction Documentation – Familiarity with shop drawings, as-built drawings, RFIs, submittals, and transmittals.
• Authority Submissions & Approvals – Coordinating with ADDC, ADM, DEWA, and Civil Defense for document submissions.
• Reporting & Auditing – Generating logs, compliance reports, and status updates for project stakeholders.
• Software Proficiency – Experience with MS Office (Excel, Word, PowerPoint), Adobe Acrobat, and database management tools.
• Confidentiality & Data Security – Ensuring secure handling of sensitive project documentation.

At Al Rostamani Group, we seek talented people who work hard to achieve great things. We consider not only your skills and experience, but also your passion for the role, your desire to learn and how well you align with our core values of care, commitment and vision.

Requirements: