Document Controller - MEP

Innovo Group; United Arab Emirates; On-site; AED 56,000 - 89,000; Full time

Job summary

Innovo Group is seeking a Document Controller to ensure timely and accurate preparation and management of documents in our Document Control System. You will coordinate controlled documentation for projects, maintain logs and filing systems, and support project meetings and correspondence.

The role requires 3+ years of relevant experience, strong attention to detail, and proficiency with MS Office and ACONEX.

Qualifications

• Bachelor's degree in business administration or related field.
• Minimum 3+ years of document control/records management experience, preferably on construction sites.
• Strong organization, confidentiality and attention to detail are essential.
• Proficient in MS Office and document management systems (ACONEX).

Responsibilities

• Coordinate controlled documentation within assigned project(s).
• Prepare and manage documents in transmittals, registers and filing systems.
• Maintain logs, ensure accuracy of outgoing documents and handover packages.
• Support meetings and project administration tasks.
• Ensure compliance with HSE and quality requirements as applicable.

Skills

Attention to detail

Interpersonal skills

Communication skills

Ability to work independently

Relationship building

Discretion

Time management

Flexibility

Education

Bachelor's degree in business administration

Tools

ACONEX

MS Outlook

MS Office

Job description

Role Purpose Document Controllers are responsible for the timely, accurate and efficient preparation and management of documents in our Document Control System. Ensuring the efficient organisation, numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects or departments for our projects.

Document Control & Records Management

• Responsible for overall coordination of controlled documentation within the assigned project(s).


• Perform document control functions within the validated master control system.


• Receive, send, and prepare documents, ensuring they are complete and accurately recorded in transmittals, registers, and filing systems.


• Ensure and verify that all outgoing documents in transmittals are properly prepared and accurate.


• Maintain accurate records of receipt and issue of transmittals.


• Maintain project documents in both hard copy and electronic formats in accordance with project filing requirements.


• Maintain the general filing system and file all correspondence appropriately.


• Update logs on a daily basis.

Correspondence & Administrative Support

• Investigate and respond to corrective actions related to document control.


• Receive, direct, and relay telephone calls and fax messages to the Project Director.


• Prepare letters, internal and external memos, and project-related documents including Transmittals, Clearance, CVI, RFI, O&M, and Asset Registers.


• Manage correspondence through MS Outlook and ACONEX.


• Handle all incoming and outgoing mail, correspondence, and filing of records.


• Assist in planning and preparing meetings and conferences.


• Arrange weekly MEP reports.

Operational & Project Support

• Process leave applications, update daily manpower attendance, and submit records to the timekeeper.


• Prepare petty cash summaries and payment certificates.


• Compile project documents in line with the approved completion plan for client handovers.


• Ensure proper coordination with other site offices and subcontractors.

HSE and Quality Accountabilities:

• Comply with company HSE and Sustainability policies and contribute to maintaining a safe, healthy, and sustainable workplace.


• Adhere to Quality standards and support continuous improvement initiatives to enhance business performance.

• Ensure strict adherence to HSE policies and procedures.


• Report HSE incidents and violations to superiors in a timely manner.


• Ensure strict adherence to legal requirements.

Innovation & Value Creation

Drive innovation and encourage continuous improvement and cost-effective solutions without compromising quality.

Qualifications, Experience, Knowledge & Skills

• Bachelor’s degree in business administration or other related field.


• 3+ years experienceworking experience (preferred construction site experience)


• Should have the ability to operate individually and under supervision


• Ability to develop and maintain highly effective relationships, externally and internally


• Solid sense of confidentiality and discretion.


• Outstanding interpersonal, written, and communication skills.


• Ability to organize work effectively and prioritize with high attention to detail.


• Excellent PC skills including MS Office products


• Flexibility in order to adapt to varying and changing demands.