Project Coordinator | Real Estate | AFET

Robinson & Co (Singapore) Pte Ltd; United Arab Emirates; On-site; AED 120,000 - 200,000; Full time

Job summary

A diversified engineering solutions company in the UAE is seeking a Document Controller responsible for managing project documentation, ensuring compliance with procedures and maintaining logs. Candidates should have a bachelor's degree and 3-5 years of experience in document management, along with proficiency in systems such as Aconex and Microsoft Office. Strong organizational skills and attention to detail are essential.

Qualifications

• 3-5 years of experience in document management, archive management, or records management.
• Practical experience with Aconex is preferable.
• Ability to work extended hours to meet deadlines as needed.

Responsibilities

• Ensure compliance with Aconex procedures.
• Build and manage workflows on Aconex.
• Maintain incoming and outgoing correspondence logs.
• Coordinate and monitor administrative activities to expedite workflow.

Skills

Knowledge of document management systems

Proficient in Microsoft Office Suite

Experience in the construction environment

Attention to detail

Strong organizational skills

Education

Bachelor's degree in business administration or library management

Tools

Aconex

Sharepoint

Job description

Overview

Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world's most admired and innovative brands. Al-Futtaim Group’s entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.

By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day

Role overview

Overview of the role: The role of a document controller is to oversee the creation, modification, issuance, and accessibility of a vast array of project documents. These documents can include contracts, plans, manuals, RFIs, letters, and technical papers. The document controller organizes and manages electronic and hard-copy documents produced by technical teams, projects, or departments. This includes controlling the numbering, sorting, filing, storing, and retrieval of these documents.

Role emphasis: Document Controller must oversee the creation, modification, issuance, and accessibility of project documents. These documents include contracts, plans, manuals, RFIs, letters, and technical papers. The document controller is solely responsible for organizing and managing electronic and hard-copy records from project teams, projects, or departments. This includes controlling the numbering, sorting, filing, storing, and retrieving these documents without compromise.

The document controller will report to the Project Director.

What you will do

• Ensuring that all project participants comply with the agreed Aconex procedures guides.
• Building and managing workflows on Aconex
• Registering all incoming and outgoing correspondences, MoMs, Drawings & technical submittals.
• Maintaining a register of all incoming and outgoing mail, stamping and recording of mail before circulating for distribution to the concerned staff.
• Responsible for Control/Tracking/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions, change orders, RFI, Letters, staff daily reports, Submittals, and other forms of pertinent documents from the client and subcontractors
• Responsible for receiving, logging, and distributing all technical documents and coordinating and monitoring administrative activities to facilitate and expedite the workflow.
• Updating technical submission schedules, method statement schedules, RFI registers, and drawing registers.

Required skills to be successful

Job-Specific Technical Skills:

• Knowledge of document management systems like Aconex, Sharepoint, OnlyOffice, DocuWare Cloud, Rubex
• Proficient in Microsoft Office Suite
• Experience working in the construction environment.
• Understand and contribute to company quality and HSE policy and guidelines
• Basic knowledge of Project execution processes.
• Methodical and organized.
• Pay attention to detail.
• Ability to work extended hours to meet deadlines as needed.
• Job Ethic
• Meeting standard.
• Commitment to the job.
• Attitude towards honesty.
• Rely on extensive experience and judgment to accomplish goals.
• Strong analytical skills.
• Strong organizational skills ability to plan and schedule work

What Equips you for the role

Minimum Qualifications and Knowledge

• Bachelor's degree in business administration or library management.
• Proficiency in using MS Office.
• Preferably to have experience with Aconex.
• 3-5 years’ experience in document management, archive management, or records management.

About Al-Futtaim Engineering & Technologies

Al-Futtaim Engineering & Technologies offers customers complete engineering and systems integration solutions.

The Engineering arm operates in the UAE, Qatar, Saudi Arabia and Egypt providing a wide variety of products and services from air conditioning, scaffolding and access solutions, elevators and escalators, control and life safety, facilities management, building products, MEP, Energy Management, Technology Infrastructure and Digital Transformation.

The Technologies division provides complete business solutions to large, medium and small customers that include, contact centre solutions, business applications, business intelligence, data management, advanced analytics amongst others. The IT infrastructure portfolio comprises IP telephony, ELV systems, networking solutions, professional audio-visual solutions and managed services.

These solutions are further complemented by services that include project management, installation, testing, commissioning and after-sales maintenance contracts.