Document Controller / Project Coordinator

Careerwebsite; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Careerwebsite seeks a diligent Document Controller to organize and maintain project documentation in Dubai. You will control drawings, specs, submittals and correspondence, ensuring teams work from latest approvals and maintaining registers and trackers.

You will coordinate with PMs, QA/QC, procurement, subcontractors and clients, supporting meeting logistics, MOMs, progress reports and handover documentation.

Responsibilities

• Establish and maintain an organized project document-control system.
• Maintain records of drawings, specifications, submittals, approvals, correspondence, reports and other project documents.
• Control the receipt, distribution, revision and filing of drawings and technical documents.
• Ensure site teams are working from the latest approved drawings and revisions.
• Maintain document registers and track outstanding submissions/approvals.
• Coordinate documentation between Project Managers, Site Engineers, QA/QC, Procurement, subcontractors, consultants and clients.
• Prepare and maintain project correspondence, letters, transmittals and supporting documentation.
• Coordinate meeting schedules, invitations and meeting arrangements.
• Prepare meeting agendas where required and assist with Minutes of Meeting (MOM).
• Maintain action trackers and follow up responsible parties on outstanding meeting actions.
• Support the project team in preparing weekly/monthly progress documentation.
• Maintain records of RFIs, material submittals, method statements, inspection requests, NCRs and approvals, where applicable.
• Coordinate material requirements with the site and Procurement teams.
• Prepare/coordinate material requests and purchase-related documentation.
• Follow up material orders, delivery status and outstanding requirements.
• Maintain records of material approvals, purchase requests, delivery notes and related documentation.
• Maintain subcontractor documentation and project-related records.
• Assist in maintaining snagging/de-snagging trackers and project completion documentation.
• Support preparation of handover documents, warranties, certificates and close-out records.
• Maintain both electronic and physical project files in an organized manner.
• Ensure confidentiality and proper control of sensitive project information.
• Provide general project administration and coordination support to the Project/Site Manager.

Job description

Key Responsibilities

• Establish and maintain an organized project document-control system.
• Maintain records of drawings, specifications, submittals, approvals, correspondence, reports and other project documents.
• Control the receipt, distribution, revision and filing of drawings and technical documents.
• Ensure site teams are working from the latest approved drawings and revisions.
• Maintain document registers and track outstanding submissions/approvals.
• Coordinate documentation between Project Managers, Site Engineers, QA/QC, Procurement, subcontractors, consultants and clients.
• Prepare and maintain project correspondence, letters, transmittals and supporting documentation.
• Coordinate meeting schedules, invitations and meeting arrangements.
• Prepare meeting agendas where required and assist with Minutes of Meeting (MOM).
• Maintain action trackers and follow up responsible parties on outstanding meeting actions.
• Support the project team in preparing weekly/monthly progress documentation.
• Maintain records of RFIs, material submittals, method statements, inspection requests, NCRs and approvals, where applicable.
• Coordinate material requirements with the site and Procurement teams.
• Prepare/coordinate material requests and purchase-related documentation.
• Follow up material orders, delivery status and outstanding requirements.
• Maintain records of material approvals, purchase requests, delivery notes and related documentation.
• Maintain subcontractor documentation and project-related records.
• Assist in maintaining snagging/de-snagging trackers and project completion documentation.
• Support preparation of handover documents, warranties, certificates and close-out records.
• Maintain both electronic and physical project files in an organized manner.
• Ensure confidentiality and proper control of sensitive project information.
• Provide general project administration and coordination support to the Project/Site Manager.