Document Controller - Infrastructure Projects

AECOM Middle East Ltd; Dubai; On-site; AED 111,600 - 178,560; Full time

Job summary

AECOM is seeking a skilled Document Controller for infrastructure projects in Dubai. You will manage project documentation, including drawings, RFIs, submittals, and correspondence, ensuring accuracy, security, and traceability through the Document Management System.

Work closely with engineers, contractors, clients, and authorities to ensure timely submissions, strict revision control, and compliant workflows. This role requires a proactive, detail‑oriented professional with UAE experience.

Qualifications

• Diploma or bachelor’s degree in Engineering, Business Administration, Information Management, or related field.
• Minimum 5‑12 years of professional document control experience.
• At least 3 years of UAE work experience mandatory.
• Experience on infrastructure, transportation, or major construction projects preferred.
• Proficiency with Aconex, EDMS, SharePoint, or comparable platforms.
• Strong knowledge of document registration, numbering, revision control, transmittals, and approvals.
• Excellent attention to detail and confidentiality.

Responsibilities

• Maintain and update the Document Management System (Aconex, EDMS, SharePoint).
• Register incoming/outgoing drawings, reports, RFIs, and submittals.
• Assign document numbers per project coding procedures.
• Distribute controlled documents to recipients within response deadlines.
• Track submissions, reviews, approvals, and final acceptance.
• Ensure revision control and prevent superseded documents.
• Prepare formal transmittals between consultants, contractors, client reps, and RTA.
• Monitor workflows and follow up on delays and overdue approvals.
• Archive approved records per retention requirements.
• Generate weekly/monthly status reports.

Skills

Document control

Aconex

EDMS

SharePoint

Document management

Document registration

Transmittals

RTA documentation

Audit readiness

Access control

Information security

Weekly reporting

Monthly reporting

Education

Diploma or Bachelor’s degree in Engineering, Business Admin, Information Management

Tools

AutoCAD

Job description

Document Controller - Infrastructure Projects Job Snapshot

Role: Document Controller - Infrastructure Projects
Location: Dubai, United Arab Emirates
Industry: Civil Engineering
Function: Filing-Records Management
Experience: 5-12 years
Job Type: Full-time

Overview

Document Controller - Infrastructure Projects in Dubai, United Arab Emirates is a Civil Engineering hiring opportunity for an experienced information management professional responsible for maintaining accurate, secure, and traceable project documentation. The role manages drawings, reports, Requests for Information, technical submittals, correspondence, approvals, and document workflows in accordance with AECOM procedures, RTA standards, and contractual requirements.

Job Details

Country: United Arab Emirates
City: Dubai
Industry: Civil Engineering
Function: Filing-Records Management
Salary: 10000-16000 (estimated, subject to final offer)
Gender: Any
Nationality: Any
Job Type: Full-time

Context

The Document Controller will manage the complete lifecycle of project information across a major transportation or infrastructure assignment. The position ensures that documents are correctly registered, reviewed, distributed, revised, approved, archived, and retrieved through the approved Document Management System. Reliable document control is essential for maintaining contractual evidence, supporting engineering decisions, meeting RTA submission requirements, and preventing delays caused by outdated or missing information. The successful candidate will coordinate closely with engineers, consultants, contractors, client representatives, and authority stakeholders.

Key Responsibilities

• Maintain and update the approved Document Management System using Aconex, EDMS, SharePoint, or comparable platforms.
• Register incoming and outgoing drawings, reports, Requests for Information, technical submittals, correspondence, and supporting records.
• Assign document numbers in accordance with approved project coding and numbering procedures.
• Check document titles, references, revision status, approval codes, and metadata before registration.
• Distribute controlled documents to the correct recipients within required response periods.
• Track document submissions, reviews, comments, resubmissions, approvals, and final acceptance.
• Maintain accurate revision control and prevent superseded documents from remaining in active circulation.
• Prepare and manage formal transmittals between consultants, contractors, clients, and RTA representatives.
• Monitor document workflows and follow up on delayed reviews, outstanding comments, and overdue approvals.
• Maintain registers for Requests for Information, drawings, material submittals, method statements, reports, and correspondence.
• Perform quality checks before documents are formally issued to the client or authority.
• Confirm that submissions comply with project templates, contractual requirements, RTA standards, and document control procedures.
• Coordinate daily with engineers and project team members to obtain complete and accurate submission packages.
• Support timely delivery of documents to clients, contractors, consultants, and government stakeholders.
• Archive approved records in line with project retention requirements and company standards.
• Maintain audit‑ready files with complete traceability from initial submission through final approval.
• Generate weekly and monthly reports covering document status, pending reviews, approvals, overdue submissions, and delays.
• Highlight document control risks that could affect design, procurement, construction, or authority approvals.
• Maintain secure access controls and protect confidential project information from unauthorized use.
• Support implementation and continuous improvement of project document control procedures.
• Train project personnel on document numbering, submission protocols, workflows, and system usage when required.
• Assist users with document searches, retrieval requests, workflow status, and system‑related queries.
• Coordinate with project administrators and technical teams to maintain consistent filing practices.
• Review electronic folder structures and ensure information is stored in the correct project location.
• Maintain backup and recovery discipline for controlled project records.
• Support project closeout by compiling final approved documents, registers, and handover records.
• Apply basic understanding of AutoCAD drawings when checking titles, revisions, and submission references.
• Attend in‑person Day1 onboarding at an AECOM office as a condition of employment.

Ideal Profile

• Diploma or bachelor ’s degree in Engineering, Business Administration, Information Management, or a related discipline.
• Minimum 5‑12 years of professional document control experience.
• At least 3 years of relevant work experience in the UAE is mandatory.
• Previous document control experience on infrastructure, transportation, roads, or major construction projects is preferred.
• Experience supporting RTA or similar government authority projects is a strong advantage.
• Practical proficiency with Aconex, EDMS, SharePoint, or comparable document management platforms.
• Strong knowledge of document registration, numbering, revision control, transmittals, and approval workflows.
• Experience maintaining Requests for Information, submittal, drawing, correspondence, and approval registers.
• Ability to produce accurate document status reports and identify overdue actions.
• Good command of Microsoft Excel, Word, Outlook, and other office applications.
• Basic understanding of AutoCAD drawings is preferred but not mandatory.
• Strong attention to detail and ability to identify document inconsistencies before issue.
• Ability to maintain confidentiality and apply appropriate information access controls.
• Clear written and verbal communication skills.
• Strong coordination ability when working with consultants, contractors, engineers, clients, and authority representatives.
• Capacity to handle a high volume of documents while maintaining accuracy and response deadlines.
• Organized, dependable, and capable of managing several workflows simultaneously.
• Familiarity with project audits, document retention, and handover requirements.

Skills Set

• Document control
• Aconex
• EDMS
• SharePoint
• Document Management System
• Document registration
• Document numbering
• Revision control
• Version tracking
• Transmittal management
• Requests for Information
• Technical submittals
• Drawing registers
• Correspondence logs
• Approval tracking
• Workflow management
• Records archiving
• Document retrieval
• Quality checks
• RTA documentation
• Audit readiness
• Access control
• Information security
• Weekly reporting
• Monthly reporting
• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• AutoCAD drawing review
• Project closeout documentation

Why Join Us

This position offers a central information management role on major transportation and infrastructure projects in Dubai. The successful candidate will work with multidisciplinary technical teams and gain exposure to RTA workflows, controlled engineering documentation, digital approval systems, and project handover requirements. As construction programmes become increasingly dependent on structured digital records, experienced document controllers remain critical to compliance, efficiency, and contractual protection. The role can support progression into senior document control, information management, project administration, or Common Data Environment coordination positions.

Eligible employees may receive benefits according to employment status and company policy, including medical coverage, disability insurance, life insurance, paid leave, professional development, wellbeing resources, employee assistance services, business travel insurance, recognition programmes, retirement savings support, and other employment benefits.

About the Company

AECOM is a global infrastructure consulting firm providing engineering, design, programme management, construction supervision, and technical advisory services. Its teams support transportation, buildings, water, energy, and environmental projects through coordinated delivery, controlled project information, and reliable document management practices.