Document Controller (DC)

AEGEAN M E P SWIMMING POOLS INSTALLATION L.L.C; Dubai; On-site; AED 90,000 - 130,000; Full time

Job summary

AEGEAN M E P SWIMMING POOLS INSTALLATION L.L.C is seeking a Document Controller to manage and maintain all project documents throughout the construction lifecycle. You will ensure correct naming, numbering, revision control and timely distribution to project teams, consultants and clients.

The role requires 2–5 years in document control within construction/MEP environments, strong organization, and proficiency with MS Office and document management systems.

Qualifications

• Bachelor’s degree or diploma in Business Administration, Engineering, Construction Management, or a related field.
• 2–5 years of experience as a Document Controller in construction/MEP.
• Experience with construction project documentation and document control procedures.
• Familiarity with document management systems and Microsoft Office (Excel & Word).
• Knowledge of drawings, submittals, RFIs, MIRs, WIRs, method statements, and technical documentation.
• Strong organizational and document management skills.
• Excellent attention to detail and ability to manage multiple documents and deadlines.
• Good written and verbal communication skills.
• Ability to coordinate effectively with engineers, consultants, clients, subcontractors, and site teams.
• Knowledge of document numbering, revision control, transmittals, and document tracking procedures.

Responsibilities

• Manage and maintain all project documents including drawings, method statements, RFIs, MIRs, WIRs, material submittals, technical submittals, shop drawings and other project records.
• Receive, register, review, distribute and track all incoming and outgoing project documentation.
• Ensure that the latest approved document revisions are properly issued and that superseded documents are removed from active use.
• Maintain and regularly update document registers including Drawing Register, RFI Register, Material Submittal Register, Technical Submittal Register, MIR Register, WIR Register, Register Transmittal Register.
• Prepare and issue transmittals for submissions to clients, consultants, subcontractors, suppliers and other relevant parties.
• Monitor the status of document submissions, approvals, comments and revisions, and follow up on pending actions.
• Coordinate with Project Managers, Engineers, QA QC, Procurement, Site Teams and other departments to ensure timely submission and retrieval of required documents.
• Maintain proper electronic and hard-copy filing systems for all project documentation.
• Ensure all documents are properly named, numbered, dated, revised and filed in accordance with project document control procedures.
• Track and maintain records of approved, rejected, commented and superseded documents.
• Prepare document status reports and provide regular updates to the project management team.
• Support internal and external audits by providing accurate and traceable project documentation.
• Assist with the preparation of project handover and closeout documentation including O M manuals, as-built drawings, warranties, test certificates, inspection records and closeout dossiers.
• Ensure the confidentiality, security and controlled access of project documents.
• Perform other document control and administrative duties as assigned by the Project Manager or Management

Skills

Organizational skills

Document management

Attention to detail

Communication skills

Coordination

Education

Bachelor's or diploma in Business Administration/Engineering/Construction Management

Tools

Document management systems

Microsoft Office (Excel, Word)

Job description

The Document Controller is responsible for managing controlling and maintaining all project documentation throughout the construction project lifecycle. The role ensures that documents are properly recorded, distributed, updated, approved, archived and readily accessible to the relevant project teams while maintaining compliance with company and project requirements.

Key Responsibilities

• Manage and maintain all project documents including drawings, method statements, RFIs, MIRs, WIRs, material submittals, technical submittals, shop drawings and other project records
• Receive, register, review, distribute and track all incoming and outgoing project documentation
• Ensure that the latest approved document revisions are properly issued and that superseded documents are removed from active use
• Maintain and regularly update document registers including Drawing Register, RFI Register, Material Submittal Register, Technical Submittal Register, MIR Register, WIR Register, Register Transmittal Register
• Prepare and issue transmittals for submissions to clients, consultants, subcontractors, suppliers and other relevant parties
• Monitor the status of document submissions, approvals, comments and revisions, and follow up on pending actions
• Coordinate with Project Managers, Engineers, QA QC, Procurement, Site Teams and other departments to ensure timely submission and retrieval of required documents
• Maintain proper electronic and hard-copy filing systems for all project documentation
• Ensure all documents are properly named, numbered, dated, revised and filed in accordance with project document control procedures
• Track and maintain records of approved, rejected, commented and superseded documents
• Prepare document status reports and provide regular updates to the project management team
• Support internal and external audits by providing accurate and traceable project documentation
• Assist with the preparation of project handover and closeout documentation including O M manuals, as-built drawings, warranties, test certificates, inspection records and closeout dossiers
• Ensure the confidentiality, security and controlled access of project documents
• Perform other document control and administrative duties as assigned by the Project Manager or Management

Qualifications

• Bachelor’s degree or diploma in Business Administration, Engineering, Construction Management, or a related field.
• Minimum 2–5 years of experience as a Document Controller, preferably within the construction, MEP, engineering, or contracting industry.
• Experience working with construction project documentation and document control procedures.
• Familiarity with document management systems and Microsoft Office, particularly Excel and Word.
• Knowledge of construction drawings, submittals, RFIs, MIRs, WIRs, method statements, and technical documentation.
• Strong organizational and document management skills.
• Excellent attention to detail and ability to manage multiple documents and deadlines.
• Good written and verbal communication skills.
• Ability to coordinate effectively with engineers, consultants, clients, subcontractors, and site teams.
• Knowledge of document numbering, revision control, transmittals, and document tracking procedures.