Document Controller

House of Consulting Office; Medina; On-site; SAR 60,000 - 120,000; Full time

Job summary

House of Consulting Office for Consulting Engineers Co. (HCO) in Saudi Arabia seeks an experienced Document Controller to join our multidisciplinary team.

You will manage the project document control system, register and archive records, and administer Aconex to support architectural, engineering, planning, and consultancy activities. The ideal candidate has a degree in business or information management, hands-on Aconex experience, and strong organizational and communication skills to

Qualifications

• Bachelor's Degree or Diploma in Business Administration, Information Management, Engineering, or a related discipline.
• Proven experience in document control within engineering consultancy, construction, or infrastructure projects.
• Hands-on experience with Oracle Aconex and document management systems (DMS/CDE).
• Strong knowledge of document control procedures, revision management, transmittals, workflows, and project documentation.
• Experience preparing document control reports, maintaining registers, and tracking document approvals.
• Knowledge of quality management standards, project information management procedures, and document archiving practices.
• Professional certification in Document Control, Information Management, or Aconex is preferred.
• Excellent organizational, communication, coordination, and time-management skills.

Responsibilities

• Manage and maintain the project document control system with accurate records.
• Control receipt, registration, issuance, and filing of project documents.
• Administer Aconex platform, including registers, transmittals, and workflows.
• Monitor document workflows and follow up with stakeholders for timely reviews.
• Maintain numbering, revision control, metadata, and status tracking.
• Manage information within DMS/CDE with proper classification and retrieval.
• Coordinate with project managers, resident engineers, contractors, and clients.
• Prepare weekly and monthly document control reports.
• Monitor review cycles and enforce delays affecting deliverables.
• Ensure compliance with procedures, quality standards, and information management.
• Conduct regular audits of registers and records for accuracy and confidentiality.
• Support audits, quality reviews, and project closeout with complete documentation.
• Provide Aconex support, guidance, and training to team members.

Skills

Document control procedures

Revision management

Transmittals

Workflows

Project documentation

Organizational skills

Communication

Coordination

Time management

Education

Bachelor's Degree in Business Administration

Diploma in Information Management

Diploma in Engineering or related discipline

Tools

Oracle Aconex

DMS/CDE

Job description

House of Consulting Office for Consulting Engineers Co. (HCO) is a leading multidisciplinary consulting engineering firm in Saudi Arabia, providing integrated architectural, engineering, planning, and consultancy services. We deliver comprehensive solutions that support clients throughout the entire project lifecycle.

We are currently seeking an experienced Document Controller to join our team.

Key Responsibilities

• Manage and maintain the project document control system, ensuring all records are accurately registered, tracked, distributed, and archived.
• Control the receipt, registration, issuance, distribution, and filing of project documents, including correspondence, technical submittals, drawings, reports, RFIs, specifications, and meeting minutes.
• Administer and manage the Aconex platform, including document registers, transmittals, workflows, distribution matrices, and user permissions.
• Monitor document workflows and follow up with project stakeholders to ensure timely reviews, approvals, and document distribution.
• Maintain document numbering, revision control, metadata, and document status tracking in accordance with project procedures and client requirements.
• Manage project information within Document Management Systems (DMS) and Common Data Environments (CDE), ensuring proper classification, indexing, retrieval, and archiving.
• Coordinate with project managers, resident engineers, contractors, consultants, and client representatives regarding document submissions and approvals.
• Prepare weekly and monthly document control reports, including submittal logs, overdue items, workflow status, and correspondence registers.
• Monitor document review cycles and enforce delays affecting project deliverables.
• Ensure compliance with project document control procedures, quality management standards, contractual obligations, and information management requirements.
• Conduct regular audits of document registers and project records to ensure accuracy, confidentiality, and data integrity.
• Support project audits, quality reviews, project closeout, and final handover by ensuring all documentation is complete and properly archived.
• Provide Aconex support, user guidance, and training to project team members when required.

Qualifications

• Bachelor's Degree or Diploma in Business Administration, Information Management, Engineering, or a related discipline.
• Proven experience in document control within engineering consultancy, construction, or infrastructure projects.
• Hands-on experience with Oracle Aconex and document management systems (DMS/CDE).
• Strong knowledge of document control procedures, revision management, transmittals, workflows, and project documentation.
• Experience preparing document control reports, maintaining registers, and tracking document approvals.
• Knowledge of quality management standards, project information management procedures, and document archiving practices.
• Professional certification in Document Control, Information Management, or Aconex is preferred.
• Excellent organizational, communication, coordination, and time-management skills.