Document Controller - Engineering Project Administration

AECOM Middle East Ltd

Abu Dhabi

On-site

AED 60,000 - 90,000

Full time

9 days ago

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Benefits offered by this job

Medical benefits

Life insurance

Paid time off

Well-being resources

Travel insurance

Recognition awards

Retirement savings

Employee stock purchase

Job summary

AECOM is seeking a detail-oriented Document Controller to support engineering project documentation and administrative operations in Abu Dhabi. The role involves maintaining project records, managing engineering documents, coordinating correspondence, and preparing document transmittals to support project managers and directors.

The successful candidate will assist with office administration, archiving, meeting records, and coordination activities for the Environmental department.

Qualifications

Proven experience as a Document Controller or in a comparable document management position.
Previous site-based engineering or construction documentation experience preferred.
Supervisory or coordination experience with documentation teams or processes.
Strong proficiency in electronic document management systems (Aconex).
Understanding of engineering/construction documentation compliance and quality requirements.

Responsibilities

Establish and maintain an organised library of engineering documents and project records.
Maintain document registers, filing systems, and indexes for active documentation.
Coordinate receipt, registration, distribution, and filing of engineering documents.
Prepare document transmittals and requisitions per project requirements.
Maintain document distribution schedules based on client, project and supplier requirements.
Assist with office administration and project closeout documentation.

Skills

Document control

Coordination

Organisational skills

Attention to detail

Team collaboration

Tools

Aconex

Job description

Document Controller - Engineering Project Administration

Role: Document Controller
Location: Abu Dhabi, United Arab Emirates
Industry: Civil Engineering
Function: Administrative Support
Experience: Previous document control experience with supervisory or coordination responsibilities
Job Type: Full Time
Work Arrangement: On-site

AECOM is seeking an organised and detail-oriented Document Controller to support engineering project documentation and administrative operations in Abu Dhabi, United Arab Emirates. The position involves maintaining accurate project records, managing engineering documents, coordinating correspondence, preparing document transmittals, and supporting project managers and directors with document control requirements. The successful candidate will also assist with office administration, document archiving, meeting records, and coordination activities for the Environmental department. The role requires strong organisational abilities, proficiency in electronic document management systems, particularly Aconex, and a sound understanding of documentation procedures within engineering or construction projects. Candidates should have previous document control experience, preferably in a site-based environment, together with the ability to coordinate documentation processes and maintain compliance with established quality standards.

Key Responsibilities

Engineering Document Control

Establish and maintain an organised library of engineering reference documents and project records.
Maintain accurate document registers, filing systems, and computerised indexes for active engineering documentation.
Ensure project documents are managed according to established company quality standards and record-keeping procedures.
Coordinate the receipt, registration, distribution, and filing of engineering documents.
Prepare document transmittals and requisitions in accordance with project requirements.
Maintain document distribution schedules based on client, project, and supplier requirements.
Ensure relevant project documentation is accessible to authorised team members.
Generate electronic and hardcopy document reports as requested by project managers and directors.
Support the consistent application of document control procedures throughout project activities.

Project Correspondence and Records Management

Prepare, type, copy, distribute, and file project correspondence.
Maintain organised records of project communications and meeting documentation.
Assist project managers and directors with the preparation of meeting minutes.
Coordinate information relating to project records and proposals.
Ensure project correspondence and supporting documents are accurately recorded and maintained.
Assist with the retrieval and distribution of documentation required for project activities.
Maintain attention to document accuracy, completeness, and appropriate filing.

Operations Manuals and Project Closeout Documentation

Assist with the preparation and assembly of operations manuals and project documentation packages.
Develop document indexes and organise binders, dividers, and supporting materials.
Coordinate the printing, reproduction, and assembly of required project manuals.
Support the preparation of job data books, including relevant engineering drawings and documents.
Prepare cover sheets, indexes, and document sections for project records.
Ensure documentation packages are assembled within required project deadlines.
Coordinate document cataloguing, packing, and long-term storage during project closeout.
Arrange appropriate document archiving or disposal in accordance with established procedures.
Maintain organised project closeout records for future reference.

Document Management Systems and Compliance

Use Aconex and other applicable document management systems to maintain project records.
Ensure electronic and physical documentation is managed consistently.
Follow established engineering document control procedures and company quality requirements.
Maintain awareness of applicable documentation and reporting standards.
Support compliance with relevant engineering and construction project requirements.
Monitor document organisation and identify opportunities to improve record accuracy.
Coordinate documentation processes with project teams and relevant stakeholders.
Maintain reliable records to support project reporting and document retrieval.

Office Administration and Facilities Coordination

Assist with routine office administration activities supporting the Environmental department.
Coordinate office maintenance requests and materials orders.
Monitor office furniture, equipment, and workstation requirements.
Maintain updated inventories of office furniture and equipment.
Keep records of workstation equipment assigned to site offices.
Assist with administrative arrangements relating to office facilities and employee well-being.
Communicate office supply and equipment requirements to the appropriate personnel.
Support an organised and functional office environment.

Administrative Team Support

Assist the office secretary with daily administrative responsibilities and provide coverage when required.
Work collaboratively with project administrators, managers, and secretarial colleagues.
Support administrative coordination across the Environmental department.
Maintain effective communication with engineering and project management teams.
Respond professionally to documentation and office administration requests.
Help ensure administrative services meet the operational needs of the department.
Maintain a cooperative approach to shared responsibilities and team requirements.
Assist with arrangements for departmental social activities when requested by the Manager, Environmental Engineering.

Qualifications and Professional Experience

Proven experience as a Document Controller or in a comparable document management position.
Previous experience in a site-based engineering or construction environment is preferred.
Demonstrated supervisory or coordination experience involving documentation teams or processes.
Strong proficiency in electronic document management systems and related software.
Proficiency in Aconex is required.
Understanding of documentation compliance and regulatory standards applicable to engineering or construction projects.
Knowledge of UAE and Abu Dhabi documentation and compliance requirements is preferred.
Experience maintaining project records, correspondence, and engineering document registers.
Strong organisational and time management abilities.
Ability to prioritise multiple documentation and administrative responsibilities.
Excellent attention to detail and commitment to accurate record keeping.

Key Skills and Competencies

Engineering document control and records administration.
Electronic document management and Aconex proficiency.
Project correspondence and meeting documentation.
Document registration, indexing, filing, and distribution.
Preparation of engineering transmittals and documentation packages.
Operations manual assembly and project closeout documentation.
Document archiving and records retention coordination.
Strong organisational and administrative coordination skills.
Accuracy in managing technical documents and project information.
Ability to work with project managers, directors, and administrative colleagues.
Effective time management and task prioritisation.
Knowledge of engineering project quality and compliance procedures.
Ability to coordinate multiple documentation requirements in a project environment.
Professional communication and collaborative teamwork.

Recruitment and Onboarding Requirements

All newly hired employees are required to attend an in-person Day 1 onboarding session at an AECOM office location as a condition of employment.