Lead Document Controller

Ghobash Group; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading construction firm in Abu Dhabi seeks a Document Controller to manage the project documentation effectively. You will lead the document control system, ensure accuracy in storage and retrieval, and support the project management team. Candidates should possess a Bachelor's degree and 2+ years of related experience. Proficiency in document management software and strong communication skills are essential for this role. This is a full-time position with no remote work options.

Qualifications

• Minimum 2 years of experience as a Document Controller.
• Experience working with contractors.

Responsibilities

• Lead document control system for the project.
• Ensure accurate storage and retrieval of documents.
• Manage travel arrangements for project personnel.
• Facilitate communication with project stakeholders.
• Train coworkers on documentation processes.

Skills

Document management software proficiency

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Education

Bachelor's degree or equivalent

Job description

Responsibilities

• Lead and establish and maintain an effective document control system for the project.
• Receive log and distribute incoming project documentation in a timely manner.
• Ensure accurate filing storage and retrieval of documents both in physical and electronic formats.
• Implement and enforce document control procedures to maintain consistency and compliance.
• Provide administrative assistance to the project management team.
• Coordinate meetings, prepare agendas and document minutes.
• Manage travel arrangements, accommodations and itineraries for project personnel.
• Assist in the preparation and formatting of reports, presentations and project documentation.
• Facilitate effective communication between project team members and external stakeholders.
• Ensure timely distribution of project-related information and updates.
• Serve as a point of contact for document-related inquiries and revisions.
• Conduct regular audits to verify the accuracy and completeness of project documentation.
• Collaborate with project teams to address and rectify any document control issues.
• Work closely with various departments to collect and compile project information.
• Coordinate with vendors, subcontractors and other external parties to gather and manage project documents.
• Maintain regular communication with clients to understand project needs related to Letters of Authorization.
• Address client inquiries and provide timely updates on LOA status and renewal processes.
• Collaborate with the client to gather necessary information for LOA submission.
• Prepare and submit LOA applications in accordance with project specifications.
• Ensure compliance with client-specific procedures and requirements during the LOA acquisition process.
• Proactively monitor LOA expiration dates and initiate timely renewal processes.
• Coordinate with clients for any additional documentation or information required for the renewal.
• Follow up on LOA renewal submissions and ensure timely approval.
• Train other coworkers on documentation process.

Qualifications

• Bachelors degree or equivalent.

Additional Information

Experience

• Experience level: 02 years or more
• Experience working with contractor as Document Controller

Skills & Professional Requirements

• Proficient in document management software e.g. SharePoint, ACONEX or other EDMS.
• Strong computer skills including knowledge of Microsoft office products specifically Outlook, Excel, PowerPoint and Word.
• Familiarity with industry-specific standards and regulations.

Attributes and Behaviours

• Strong organizational and multitasking skills.
• Attention to detail and a commitment to maintaining confidentiality.
• Ability to work with tough deadlines and under pressure
• Excellent communication and interpersonal abilities.

Remote Work

No

Employment Type

Full-time