Document Controller - KSA National

KEO International; Riyadh; On-site; SAR 120,000 - 180,000; Full time

Job summary

KEO is seeking a seasoned Document Controller based in Jeddah, Saudi Arabia. You will establish and manage a robust document control system across the construction and defects liability period, ensuring all technical submissions, correspondence, and records are received, tracked, archived, and retrieved per project procedures and EDMS usage.

The role requires coordinating with Discipline leads, maintaining submission trackers, and supporting daily to monthly reporting while ensuring compliance

Qualifications

• 5 years work experience on major construction projects.
• Diploma or Bachelor degree in Business Administration required.
• Experience with EDMS platforms (Aconex, SharePoint) is essential.

Responsibilities

• Establish and maintain a comprehensive Document Control System for the project duration.
• Implement and manage the approved EDMS for all project documentation.
• Develop and enforce standard document numbering, filing, and transmittal procedures.
• Receive, log, and distribute all Contractor submissions including Shop Drawings, MARs, Method Statements, Technical Specifications, Calculations, RFIs, As-Built Drawings, O&M Manuals.
• Maintain a live tracker of all submissions with clear status (Received, Under Review, Approved, Rejected, Revised).
• Ensure timely return of reviewed documents with Comment Review Sheets and track status of comments.
• Control all incoming and outgoing project correspondence and notices.
• Prepare and issue formal transmittals and maintain records of communications.
• Support daily, weekly, and monthly reports preparation.
• Archive all project records in a structured, secure, indexed manner at close-out.

Skills

Document control

Attention to detail

English communication

Independence

Education

Diploma in Business Admin

Tools

Aconex

SharePoint

Job description

Overview

KEO is a creative enterprise, where innovation is a way of life. We are uniquely resourced with end-to-end services to take clients from inspiration – through conceptualization – to realization of planning, design or project delivery in the built and natural environments. For over 60 years we’ve led with vision, contributing to many of the world’s most ambitious projects, iconic places, remarkable experiences and prosperous communities.

As a highly integrated and agile AEP/PMCM firm, KEO is recognized by ENR as one of the Top 225 International Design Firms and one of the Top 20 International PM/CM Firms. We are also ranked by World Architecture as the 51st largest global architecture firm and the #1 Firm in the Middle East Region in their 2024 WA100 Survey.

We invite you to join us. Why?

When you join KEO, you’ll discover more than just a job – you’ll find a supportive environment that fosters your professional development through internal global mobility and career development and does so within a culture that supports company-wide health and well-being through on-demand counselling services and regular workplace clinics. You will be invited to celebrate community events such as sports days, fun-runs, in-house sports teams and beach clean ups. In addition to your competitive package and benefits you will have access to a suite of policies that include hybrid working arrangements, individual athletic sponsorship, study assistance sponsorship, employee referral rewards.

The Document Controller is a critical member of the Site Supervision team responsible for establishing, implementing, and managing a robust, efficient, and fully auditable document control system throughout the construction and Defects Liability Period of the project.

You will ensure all technical submissions, correspondence, records, reports, and project documentation are properly received, tracked, distributed, archived, and retrieved in accordance with the project's procedures, the Service Order requirements, and best industry practices (including EDMS/Aconex). Your role is essential for maintaining project compliance, supporting timely technical reviews, and facilitating successful project handover.

Responsibilities

Our newest opportunity is for a talented Document Controller to join our team, based in Jeddah, Saudi Arabia.

We envisage success in this role to include;

• Establishing and maintaining a comprehensive Document Control System for the duration of the project, including the construction phase and 12-month Defects Liability Period.
• Implementing and managing the use of the approved Electronic Document Management System (EDMS – e.g., Aconex or equivalent) for all project documentation.
• Developing and enforcing standard document numbering, filing, and transmittal procedures in line with the client's and Consultant requirements.
• Receiving, logging, and distributing all Contractor submissions including Shop Drawings, Material Approval Requests (MARs), Method Statements, Technical Specifications, Calculations, RFIs, As-Built Drawings, O&M Manuals, and other deliverables.
• Maintaining a live, up-to-date tracker of all submissions with clear status (Received, Under Review, Approved, Rejected, Revised, etc.).
• Ensuring timely return of reviewed documents with Comment Review Sheets (CRS) and tracking open/close status of comments.
• Controlling all incoming and outgoing project correspondence, instructions, notices, and reports between the Consultant, Client, Contractor, and other stakeholders.
• Preparing and issuing formal transmittals and maintaining accurate records of all communications.
• Supporting the team in the preparation and compilation of Daily, Weekly, and Monthly Reports.
• Ensuring all quality-related documentation (ITPs, MIRs, WIRs, inspection records, test results, NCRs, etc.) is properly filed and easily retrievable.
• Supporting the compilation of the Project Completion Dossier and Handover Package in accordance with the client's Asset Completion and Handover Procedure (including Appendix A deliverables).
• Maintaining records for audit, claims, variations, and regulatory compliance purposes.
• Providing accurate document status updates for Weekly and Monthly Progress Meetings.
• Preparing document control metrics and reports as required by the Senior Project Manager/Project Director.
• Archiving all project records in a structured, secure, and indexed manner at project close-out.
• Providing training and guidance to the supervision team on document control procedures and EDMS usage.
• Coordinating with discipline leads (Construction Managers, Inspectors, HSE, etc.) to ensure timely review and response to submissions.

Qualifications

To be successful in this dynamic opportunity, we envision that your career journey to date will include 5 years work experience partnered with a Diploma or Bachelordegree in Business Administration.

This position is for KSA Nationals only.

• Experience: Minimum 5 years of relevant Document Control experience on major construction projects (as per Service Order requirements),
• Proven experience with EDMS platforms (Aconex, SharePoint, or equivalent).
• Strong knowledge of FIDIC contracts and construction project documentation workflows.

Key Competencies

• Highly organized with exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills in English (Arabic is an advantage).
• Proficiency in Microsoft Office Suite and EDMS software.
• Ability to work independently and manage high volumes of documentation under pressure.
• Understanding of construction processes, shop drawings, technical submissions, and quality records.
• Commitment to confidentiality and data integrity.

KEO’s performance is founded upon integrity, results, innovation, safety and our people. We embrace diversity and recognise its’ contribution to client success wherever we work.

We are excited to hear how you can partner with our award-winning team and treat all expressions of interest confidentially.