Senior Document Controller

Dar Al Riyadh Group; Riyadh; On-site; SAR 300,000 - 420,000; Full time

Job summary

Dar Al Riyadh Group is seeking an experienced Document Control Lead to administer and maintain the project EDMS using Aconex, Procore, SharePoint or the designated platform. You will establish control procedures, templates, coding structures and submission protocols while tracking and distributing project correspondence.

The role requires at least 10 years in document control on construction or engineering projects, with advanced knowledge of numbering, metadata and revision control, and fluency

Qualifications

• Bachelor’s degree or diploma in Information Management, Business Admin, Records Management or related field.
• Minimum 10 years of professional document-control experience on construction or engineering projects.
• Engineering supervision consultancy experience mandatory.
• Advanced knowledge of document numbering, metadata, revision control, transmittals and workflow management.

Responsibilities

• Administer and maintain the EDMS, ensuring compliance with platform standards.
• Register, number, quality-check, track and distribute project correspondence.
• Maintain master document registers and ensure revision control and archiving.
• Produce reports on submission status, overdue items and KPIs.
• Coordinate document reviews across disciplines and workflows.

Skills

Document control

EDMS

English fluency

Education

Bachelor’s degree or diploma in Information Management / related discipline

Tools

Aconex

Procore

SharePoint

Job description

• Administer and maintain the project Electronic Document Management System using Aconex, Procore, SharePoint or the designated platform.
• Establish and implement document-control procedures, workflows, templates, coding structures and submission protocols.
• Register, number, quality-check, track and distribute incoming and outgoing project correspondence.
• Process drawings, shop drawings, technical submittals, material submissions, method statements, requests for information, site instructions, inspection records and change documentation.
• Verify that submissions comply with approved document-numbering conventions, metadata requirements, revision-control procedures and distribution matrices.
• Reject or return incomplete, incorrectly coded or noncompliant submissions for correction.
• Maintain strict revision control and ensure that superseded documents are clearly identified, withdrawn and archived.
• Prevent the unintended use or distribution of obsolete drawings and documents.
• Maintain updated master document registers for drawings, submittals, RFIs, correspondence, site instructions, nonconformance reports, change orders and closeout records.
• Monitor document workflows and engineering-review turnaround times against contractual and project requirements.
• Issue reminders, notifications and escalation alerts for overdue reviews, pending responses and delayed technical submissions.
• Coordinate document reviews among civil, structural, architectural, MEP, HSE and other project disciplines.
• Produce weekly and monthly reports showing submission status, pending actions, overdue items, approval trends and document-control KPIs.
• Maintain accurate transmittal records and verify receipt and acknowledgement by the intended recipients.
• Control document access permissions and protect confidential, contractual and commercially sensitive information.
• Maintain complete audit trails covering document receipt, review, approval, issue, revision and final archiving.
• Support the Project Manager and discipline engineers in retrieving current documents, historical records and supporting correspondence.
• Coordinate with contractor document controllers to ensure consistent implementation of approved procedures.
• Conduct routine quality checks and audits of the contractor’s document-control records.
• Identify gaps, duplication, missing information and inconsistencies within project registers and databases.
• Train and guide project personnel on EDMS workflows, document coding, revision control and records-management procedures.
• Support meeting administration by controlling agendas, minutes, action registers and related correspondence where required.
• Coordinate the progressive collection of closeout documentation throughout the project rather than waiting until final completion.
• Prepare and maintain a closeout-documentation tracker covering all required handover deliverables.
• Coordinate the compilation, checking and final submission of as-built drawings, operation and maintenance manuals, warranties, certificates, test records and training documentation.
• Verify that final documentation is complete, correctly indexed, approved and consistent with contractual handover requirements.
• Prepare the final electronic and hard-copy project archives in accordance with Client requirements and approved retention procedures.
• Support document migration, data transfer and final EDMS closeout at the completion of the assignment.
• Comply with applicable Client procedures, contractual requirements, quality standards, information-security controls and occupational health and safety obligations.
• Bachelor’s degree or diploma in Information Management, Business Administration, Records Management or another relevant discipline from a recognized institution.
• Minimum 10 years of professional document-control experience, including substantial responsibility on construction or engineering projects.
• Demonstrated experience working within an engineering supervision consultancy is mandatory.
• Proven experience managing high volumes of technical drawings, submittals, correspondence and contractual records.
• Advanced practical capability in at least one major EDMS platform, preferably Aconex, Procore or SharePoint.
• Strong knowledge of document numbering, metadata management, revision control, transmittals, workflow management and distribution matrices.
• Experience maintaining master document registers and producing status and performance reports.
• Proven experience compiling and controlling project closeout dossiers, including as-built records, O&M manuals and warranties.
• Advanced Microsoft Excel skills, including data validation, filters, lookup functions, pivot tables and reporting trackers.
• High level of accuracy, organization, confidentiality and process discipline.
• Fluency in written and spoken English is mandatory.