Senior Document Controller

Mohammad Al Habib Real Estate Co. | شركة محمد الحبيب العقارية; Riyadh; On-site; SAR 180,000 - 240,000; Full time

Job summary

Mohammad Al-Habib Real Estate Investment Company is seeking an experienced Document Controller to own the project's document control system. You will ensure every drawing, submittal, transmittal, and record is registered, version-controlled, distributed on time, and archived, while actively following up on pending items to prevent bottlenecks.

The role requires 10+ years in document control with at least 5 years on large construction projects, strong Excel skills, and proficiency in SharePoint

Qualifications

• Bachelor's degree in Engineering, Business Administration, Information Management, or a related field (a diploma with strong relevant experience may be considered).
• Certification in document control, records management, or project controls is preferred.

Responsibilities

• Set up, implement, and maintain the Document Management System and the project's document control procedures.
• Register, distribute, track, and archive all incoming and outgoing project documents, including drawings, shop drawings, specifications, RFIs, submittals, MIRs, IRs, NCRs, method statements, and contractual correspondence.
• Maintain document registers, transmittal logs, and revision histories, and make sure only current approved versions are in circulation.
• Follow up daily on all open submittals, RFIs, and approvals with the client, consultant, subcontractors, and internal teams, and escalate overdue items to management with clear action owners and deadlines.
• Prepare and issue weekly and monthly progress reports (submittal status, aging, approval rates, delays, backlog) and track them against targets to drive achievement rates.
• Build and maintain Excel-based trackers, dashboards, and KPI reports that give management a real-time view of document and approval progress.
• Push consistently for the timely closure of pending items, and flag risks to project progress early and with recommendations.
• Apply the project's naming, numbering, and coding conventions, and enforce them across all disciplines.
• Coordinate with the Technical Team, BIM team, Planning, QS, and Site teams to keep the document flow consistent and complete.
• Manage the controlled distribution of drawings and documents to site, and retrieve superseded copies.
• Supervise, train, and provide guidance to junior document controllers and admin staff.
• Prepare and compile as-built documentation, O&M manuals, and handover packages.
• Conduct periodic audits of the document control system and support internal and external quality audits.
• Maintain confidentiality, security, and back-up of project records in line with company and client requirements.

Skills

Advanced Excel

SharePoint

MS Office

Education

Bachelor's degree in Engineering/Business Administration/Information Management

Tools

Power Query

Pivot tables

Macros/VBA

Job description

Posting this for Mohammed Alhabib Company's subsidiary Asalah Residence Company

Mohammad Al-Habib Real Estate Investment Company is a family-owned and privately-held company that expresses legacy and noble lineage. Al-Habib company was founded in 1972 and specializes in real estate investments, developments, master plans, scouting land for urban projects, managing construction details with contractors, and designing commercial and residential communities that add value to the surrounding environment and people.

Joining Al Habib Company provides flexibility and freedom to set your own pace. Your income will directly reflect your efforts, with no limits on what your hard-working can earn. To be a successful candidate for our company, you need to be goal-oriented, persevering, self-motivated, ambitious, and people-oriented. The rewards of being one of our team members are the potential for high earnings, status in the community, autonomy, time freedom, helping people, intellectual challenge, and satisfaction from those accomplishments.

Job Brief:

Own the project's document control system and make sure every drawing, submittal, transmittal, correspondence item, and record is accurately registered, version-controlled, distributed on time, and archived. Beyond record-keeping, the role actively follows up on pending items, produces clear progress reports, and pushes the concerned parties to close approvals and deliverables on schedule, so that document flow never becomes a bottleneck to project progress.

Key Responsibilities:

• Set up, implement, and maintain the Document Management System and the project's document control procedures.
• Register, distribute, track, and archive all incoming and outgoing project documents, including drawings, shop drawings, specifications, RFIs, submittals, MIRs, IRs, NCRs, method statements, and contractual correspondence.
• Maintain document registers, transmittal logs, and revision histories, and make sure only current approved versions are in circulation.
• Follow up daily on all open submittals, RFIs, and approvals with the client, consultant, subcontractors, and internal teams, and escalate overdue items to management with clear action owners and deadlines.
• Prepare and issue weekly and monthly progress reports (submittal status, aging, approval rates, delays, backlog) and track them against targets to drive achievement rates.
• Build and maintain Excel-based trackers, dashboards, and KPI reports that give management a real-time view of document and approval progress.
• Push consistently for the timely closure of pending items, and flag risks to project progress early and with recommendations.
• Apply the project's naming, numbering, and coding conventions, and enforce them across all disciplines.
• Coordinate with the Technical Team, BIM team, Planning, QS, and Site teams to keep the document flow consistent and complete.
• Manage the controlled distribution of drawings and documents to site, and retrieve superseded copies.
• Supervise, train, and provide guidance to junior document controllers and admin staff.
• Prepare and compile as-built documentation, O&M manuals, and handover packages.
• Conduct periodic audits of the document control system and support internal and external quality audits.
• Maintain confidentiality, security, and back-up of project records in line with company and client requirements.

Qualifications:

• Bachelor's degree in Engineering, Business Administration, Information Management, or a related field (a diploma with strong relevant experience may be considered).
• Certification in document control, records management, or project controls is preferred.

Experience:

• 10+ years in document control, with at least 5 years in a senior role on large construction projects.
• Proven track record in progress reporting and follow-up on high-rise or mega-projects, ideally in Saudi Arabia or the GCC.
• Experience with the full project lifecycle, from design through construction to handover.

Technical Skills:

• Excellent, advanced Excel skills: pivot tables, lookup and nested formulas, Power Query, data validation, conditional formatting, dashboards, and charts. Macros/VBA is an advantage.
• Proficient in MS Office (Word, Outlook, PowerPoint) and SharePoint.