Document Controller - Aconex

AECOM Middle East Ltd; Al Ruways Industrial City; On-site; AED 55,800 - 78,120; Full time

Benefits offered by this job

Medical coverage

Retirement benefits

Flexible work options

Job summary

AECOM is seeking a Document Controller - Aconex in Abu Dhabi Emirate. You will manage project records, correspondence, technical documents, and controlled distribution for Environmental projects, ensuring traceability, quality and efficient handover.

Ideal candidates have 5+ years in document control, strong Aconex experience, and familiarity with engineering submissions, transmittals, and records management. On-site role with broad administrative duties.

Qualifications

• Minimum 5 years of experience in document control, project administration, or a closely related position.
• Proven document-control experience within a construction supervision consultancy or engineering design organization.
• Essential experience using Aconex on large-scale building or commercial projects.
• Degree-level education is preferred but not essential.
• Certification in document control, records management, or project administration is advantageous.

Responsibilities

• Establish and maintain a structured library of engineering, project, proposal, and administrative reference documents.
• Register, classify, index, distribute, retrieve, and archive controlled project documentation.
• Use Aconex to manage document workflows, correspondence, transmittals, reviews, approvals, and distribution records.
• Maintain indexes and filing systems for active engineering documents.
• Prepare transmittals and ensure accurate document numbering, revisions, and metadata.
• Assist with project handover documentation and closeout records.

Skills

Aconex

Document control

Engineering docs

Metadata management

Education

Degree-level education preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Document Controller - Aconex in Abu Dhabi Emirate, United Arab Emirates is a Construction opportunity with AECOM for an experienced professional skilled in engineering document control, electronic records management, project correspondence, technical transmittals, and administrative coordination. The role supports construction supervision and engineering consultancy projects by maintaining accurate, accessible, and traceable project information throughout delivery and closeout.

Job Details

• Country: United Arab Emirates
• City: Abu Dhabi Emirate
• Industry: Construction
• Function: Filing‑Records Management
• Job Type: Full‑time
• Salary: 5000‑7000
• Work Location Model: On‑site

Context

The Document Controller - Aconex will manage project records, correspondence, technical documents, and controlled distribution processes for AECOM's Environmental department and associated engineering projects. The position ensures that drawings, reports, meeting records, manuals, requisitions, and other deliverables are correctly registered, indexed, issued, retrieved, archived, and retained. Reliable document control will help project managers and technical teams work from current information, maintain contractual traceability, meet quality requirements, and complete project handover efficiently. The role also provides practical office administration support and helps maintain a coordinated working environment for managers, administrators, engineers, and support personnel.

Key Responsibilities

• Establish and maintain a structured library of engineering, project, proposal, and administrative reference documents.
• Apply the company's approved record‑keeping, reporting, and quality‑control procedures.
• Register, classify, index, distribute, retrieve, and archive controlled project documentation.
• Maintain computerized indexes and physical filing systems for active engineering documents.
• Use Aconex to manage document workflows, correspondence, transmittals, reviews, approvals, and distribution records.
• Ensure document numbers, titles, revisions, statuses, disciplines, and metadata are entered accurately.
• Monitor document workflows and follow up on delayed reviews, responses, approvals, and outstanding actions.
• Correlate information relating to project records, proposals, technical submissions, and contractual correspondence.
• Type, copy, issue, distribute, and file project correspondence, reports, memoranda, and meeting minutes.
• Assist project managers and directors with preparing, reviewing, and issuing minutes of meetings.
• Maintain action registers and support follow‑up on decisions recorded during project meetings.
• Prepare transmittals for engineering documents, requisitions, drawings, reports, and technical submissions.
• Maintain an established document distribution schedule based on client, consultant, project, and supplier requirements.
• Confirm that recipients receive the correct document revisions within required timeframes.
• Prevent superseded or uncontrolled documents from being used for project activities.
• Generate electronic and hard‑copy document reports for project managers, directors, and technical teams.
• Support the preparation of operations manuals by creating indexes, cover sheets, binders, dividers, and document structures.
• Assemble job data books by collecting approved drawings, certificates, reports, technical records, and supporting documentation.
• Coordinate timely printing, reproduction, compilation, and final assembly of manuals and data books.
• Review document packages for completeness before formal issue or handover.
• Arrange the cataloguing, packing, long‑term storage, retention, or approved disposal of engineering records during project closeout.
• Maintain traceable records for archived documents and closed project files.
• Assist with project handover documentation and confirm that final records meet agreed submission requirements.
• Protect confidential, commercially sensitive, and controlled project information.
• Support office administration activities, including maintenance requests, furniture coordination, workplace requirements, and material orders.
• Maintain updated inventories of office furniture, equipment, workstations, and site‑office assets.
• Monitor the condition, location, allocation, and serviceability of office equipment.
• Assist the office secretary with daily administrative requirements and provide coverage when necessary.
• Coordinate closely with secretaries, project administrators, managers, engineers, and departmental personnel.
• Maintain a responsive and professional support service for the Environmental department.
• Assist with coordinating departmental meetings, staff activities, and approved social events.
• Attend in‑person Day1 onboarding at an AECOM office as a condition of employment.

Ideal Profile

• Minimum 5 years of experience in document control, project administration, or a closely related position.
• Proven document‑control experience within a construction supervision consultancy or engineering design organization.
• Essential experience using Aconex on large‑scale building or commercial projects.
• Degree‑level education is preferred but not essential.
• A recognized certification in document control, records management, or project administration is advantageous.
• Strong understanding of engineering drawings, technical submissions, transmittals, correspondence, and revision‑control processes.
• Experience establishing and maintaining electronic and hard‑copy document registers.
• Practical knowledge of project closeout records, operations manuals, and job data books.
• Ability to identify missing, incorrectly coded, duplicated, superseded, or overdue documentation.
• Familiarity with quality‑management procedures and controlled‑document requirements.
• Strong computer skills, including Microsoft Word, Excel, Outlook, and document‑management applications.
• Accurate data‑entry skills with careful attention to numbering, revision status, metadata, and distribution details.
• Good written English for correspondence, meeting records, registers, and administrative documentation.
• Effective verbal communication with project managers, engineers, contractors, suppliers, and support teams.
• Strong organizational ability and confidence managing high volumes of documentation.
• Ability to prioritize urgent submissions while maintaining accuracy and traceability.
• Professional approach to confidential project and employee information.
• Cooperative working style with a strong commitment to team support and service quality.
• Ability to work on‑site and respond effectively to changing project requirements.

Skills Set

• Aconex
• Document control
• Engineering document management
• Electronic document management
• Filing and records management
• Drawing register maintenance
• Revision control
• Document numbering
• Metadata management
• Technical transmittals
• Project correspondence
• Meeting minutes
• Action registers
• Technical submittals
• Document distribution
• Quality procedures
• Operations manuals
• Job data books
• Project closeout
• Document archiving
• Records retention
• Hard‑copy filing
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Office administration
• Equipment inventory
• Construction documentation
• Engineering consultancy support
• Confidential records management

Why Join Us

This position offers practical involvement in major engineering, environmental, building, and construction assignments in Abu Dhabi Emirate. The continued delivery of complex projects creates stable demand for experienced Aconex document controllers who can maintain reliable information flows and support contractual compliance. AECOM provides exposure to multidisciplinary specialists, international document‑management standards, structured project systems, and opportunities to strengthen administrative and technical coordination expertise.

Benefits

Depending on employment status and company policy, eligible employees may receive medical coverage, disability insurance, life insurance, paid leave, well‑being support, business travel insurance, recognition programmes, retirement benefits, flexible work options, and other employee benefits.

About the Company

AECOM is a global infrastructure consulting firm providing planning, environmental, design, engineering, programme management, and construction management services. Its teams work with public and private sector clients to deliver sustainable and resilient projects while maintaining strong standards for technical quality, document governance, collaboration, and project information management.