Document Controller-Infrastructure

Careers International; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

An infrastructure project management firm in Dubai is seeking a Document Controller to manage and oversee all project documentation. The role includes organizing project files, ensuring compliance with standards, and facilitating communication between teams and stakeholders. Ideal candidates will have at least 5 years of experience in document control and proficiency with document management software.

Qualifications

• Minimum of 5 years of experience in document control for infrastructure or construction projects.
• Certification in Document Management or Construction Document Control is a plus.
• Understanding of infrastructure project documentation processes and best practices.

Responsibilities

• Establish and maintain document control systems for project documents.
• Collect and organize project documents and ensure secure storage.
• Act as a liaison between project team and external parties for document flow.
• Verify that project documentation complies with company and regulatory requirements.
• Prepare regular reports on the status of document submissions and approvals.

Skills

Strong organizational skills

Communication skills

Multitasking skills

Attention to detail

Education

High school diploma or equivalent

Associate or bachelor’s degree in business administration or information management

Tools

Aconex

Procore

SharePoint

MS Office Suite

Job description

Job Summary

The Document Controller is responsible for managing and overseeing all project documentation for infrastructure projects, ensuring that accurate information is distributed throughout the team and stored securely. This role involves organizing and maintaining project files, monitoring documentation processes, and assisting with the efficient flow of documents between project teams, clients, contractors, and other stakeholders. The Document Controller will play a key role in ensuring that all project records meet compliance requirements and support project goals.

Key Responsibilities

• Document Management: Establish and maintain document control systems, including tracking and filing systems for project documents, drawings, and records. Ensure all documentation is accurate, up-to-date, and meets project standards and compliance requirements. Assign document numbers, update project databases, and ensure document versions are properly tracked and maintained. Control the distribution of documents to project stakeholders, ensuring the right information reaches the right people.
• Data Collection & Organization: Collect and organize project documents, including contracts, drawings, specifications, reports, and correspondence. Ensure all project documentation is organized, easily accessible, and stored in a secure and controlled environment. Maintain hard and electronic copies of project documents and arrange for document scanning, printing, and distribution as needed.
• Coordination & Communication: Act as a liaison between the project team and external parties, such as contractors, clients, and regulatory agencies, to facilitate document flow. Communicate document requirements and protocols to project team members and provide guidance on document management procedures. Coordinate with the project manager and quality team to track and ensure timely submission and review of project documentation.
• Compliance & Quality Assurance: Verify that all project documentation complies with company, client, and regulatory requirements. Conduct regular audits of project files to ensure accuracy, completeness, and compliance. Monitor document control procedures and update them as needed to maintain best practices and ensure continuous improvement.
• Reporting & Tracking: Prepare regular reports on the status of document submissions, reviews, and approvals. Track document review and approval processes, ensuring that all documents are reviewed, signed, and returned within specified timelines. Maintain a document register, tracking project documents from submission to approval and ensuring records are properly closed out at the end of the project.

Qualifications

• Education: High school diploma or equivalent; an associate or bachelor’s degree in business administration, information management, or a related field is preferred.
• Experience: Minimum of 5 years of experience in document control for infrastructure or construction projects.
• Certifications: Certification in Document Management or Construction Document Control (e.g., from AACE International or a similar organization) is a plus.
• Technical Skills: Proficiency in document management software (e.g., Aconex, Procore, SharePoint), as well as MS Office Suite (Word, Excel, PowerPoint).
• Knowledge: Understanding of infrastructure project documentation processes, industry standards, and best practices in document control.
• Soft Skills: Strong organizational, communication, and multitasking skills; attention to detail; ability to work independently and manage competing priorities.