Lead Document Controller - Emirati Talent

Emirates Electrical & Instrumentation Company; Abu Dhabi; On-site; AED 60,000 - 80,000; Full time

Job summary

A notable engineering firm in Abu Dhabi is seeking a Document Controller to manage and maintain an effective document control system for projects. The ideal candidate will have at least 2 years of experience and a bachelor's degree. Responsibilities include document management, administrative assistance, and effective communication with clients and project teams. Proficiency in document management software and strong organizational skills are essential for success in this role.

Qualifications

• 2 years or more experience as a Document Controller.
• Experience working with contractors.

Responsibilities

• Lead and maintain a document control system for the project.
• Provide administrative assistance to the project management team.
• Facilitate effective communication between project team members and external stakeholders.

Skills

Proficient in document management software

Strong computer skills (Outlook, Excel, PowerPoint, Word)

Familiarity with industry-specific standards

Education

Bachelor's degree or equivalent

Job description

Job Description

• 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

• Bachelor's degree or equivalent.

Experience

• Experience level: 2 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.