Document Controller - Site

9E Global Engineering Consultants LLC; Dubai; On-site; AED 66,960 - 133,920; Full time

Job summary

9E Global Engineering Consultants LLC seeks an experienced Document Controller to manage, distribute, and archive all project documentation on-site. You will log and track incoming/outgoing documents, issue design drawings to relevant parties, and ensure timely responses within contractual timeframes.

Role requires a Bachelor Degree with secretarial/admin background and ability to work at project/site location, handling multiple priorities while maintaining confidentiality and accuracy.

Qualifications

• Bachelor Degree with advance computer skills and secretarial course.
• Qualifications in auditing would be advantageous.
• Normally 4-5 years secretarial/admin experience.
• Willing to work at the project/site location.
• Ability to manage multiple priorities while maintaining document accuracy and confidentiality.

Responsibilities

• Manage, control, distribute, and archive all project documentation, including drawings, reports, specifications, calculations, and correspondence.
• Maintain accurate document control registers for drawings, transmittals, submittals, RFIs, NCRs, WIRs, MIRs, SORs, Method Statements, Damage Reports, IFC Drawings, and other project documentation.
• Log, track, and record all incoming and outgoing project documents, ensuring timely distribution to the appropriate stakeholders.
• Issue design drawings and technical documentation to contractors, consultants, clients, local authorities, and other relevant parties.
• Maintain current drawing registers and ensure superseded documents are properly identified, withdrawn, and archived.
• Monitor the status of RFIs, submittals, and other project documentation, and follow up with the engineering team to ensure responses are issued within contractual timeframes.
• Coordinate with Project Managers, Resident Engineers, Engineers, and the CAD Manager to ensure proper document management procedures are implemented throughout the project.
• Operate and maintain document management systems such as Aconex, Prolog, Expedition, SharePoint, FTP sites, or other electronic document control platforms.
• Upload, download, organize, and maintain electronic project files through company servers and FTP platforms.
• Prepare transmittals, submission registers, and document logs for all project deliverables.
• Ensure compliance with company Quality Management System (QMS), ISO standards, and document control procedures.
• Assist in implementing and maintaining document control procedures for new projects in accordance with client specifications and company standards.
• Coordinate printing, reproduction, binding, stamping, and distribution of project documents while promoting cost-effective printing practices.
• Maintain and organize project archives, libraries, and historical records in both electronic and hard-copy formats.
• Coordinate with other company offices regarding the issuance of tender and construction documentation.
• Provide administrative and clerical support to the site management team, including maintaining site records and project filing systems.
• Ensure confidentiality, security, and integrity of all project documentation.
• Maintain accurate records for audits and support internal and external quality audits as required.
• Keep up to date with company systems, document control software, and relevant procedures through training and continuous professional development.
• Perform any other document control and administrative duties assigned by the Project Manager or Site Management.

Skills

Secretarial/Admin experience

Documentation management

Multitasking

Confidentiality

Team coordination

Education

Bachelor Degree

Tools

Aconex

Prolog

Expedition

SharePoint

FTP

Job description

Bachelor Degree with advancecomputer skills and secretarial course.Qualifications in auditing would beadvantageous.
Normally 4- 5 years secretarial/ admin experience.
Willing to work at the project/site location.

Ability to manage multiple priorities while maintaining document accuracy and confidentiality.

Business Development

To work within the team underclose site supervision from senior management and to help team members to maintainand access all project documentation.

CompanyRole

• Manage, control, distribute, and archive all project documentation, including drawings, reports, specifications, calculations, and correspondence.
• Maintain accurate document control registers for drawings, transmittals, submittals, RFIs, NCRs, WIRs, MIRs, SORs, Method Statements, Damage Reports, IFC Drawings, and other project documentation.
• Log, track, and record all incoming and outgoing project documents, ensuring timely distribution to the appropriate stakeholders.
• Issue design drawings and technical documentation to contractors, consultants, clients, local authorities, and other relevant parties.
• Maintain current drawing registers and ensure superseded documents are properly identified, withdrawn, and archived.
• Monitor the status of RFIs, submittals, and other project documentation, and follow up with the engineering team to ensure responses are issued within contractual timeframes.
• Coordinate with Project Managers, Resident Engineers, Engineers, and the CAD Manager to ensure proper document management procedures are implemented throughout the project.
• Operate and maintain document management systems such as Aconex, Prolog, Expedition, SharePoint, FTP sites, or other electronic document control platforms.
• Upload, download, organize, and maintain electronic project files through company servers and FTP platforms.
• Prepare transmittals, submission registers, and document logs for all project deliverables.
• Ensure compliance with company Quality Management System (QMS), ISO standards, and document control procedures.
• Assist in implementing and maintaining document control procedures for new projects in accordance with client specifications and company standards.
• Coordinate printing, reproduction, binding, stamping, and distribution of project documents while promoting cost-effective printing practices.
• Maintain and organize project archives, libraries, and historical records in both electronic and hard-copy formats.
• Coordinate with other company offices regarding the issuance of tender and construction documentation.
• Provide administrative and clerical support to the site management team, including maintaining site records and project filing systems.
• Ensure confidentiality, security, and integrity of all project documentation.
• Maintain accurate records for audits and support internal and external quality audits as required.
• Keep up to date with company systems, document control software, and relevant procedures through training and continuous professional development.
• Perform any other document control and administrative duties assigned by the Project Manager or Site Management.

QHSE Responsibilities

• Understand, implement andfollow 9E QHSE policies.
• Implement and coordinate QHSEprocedures in your workplace.
• Comply with local regulatoryauthority guidelines and laws pertaining to QHSE.
• Report any QHSE incidentsimmediately to 9E QHSE Dept. and to legal authorities if required.