Document Controller

Job Description

The Document Controller will be responsible for managing and maintaining all project documentation for the post-contract delivery of Mixed-use developments in UAE. The role ensures that project records, drawings, contracts, correspondence, and reports are accurately controlled, distributed, and archived in line with project procedures and governance standards.

This position will support the wider project, commercial, and design teams by maintaining a single source of truth for all project documentation, ensuring traceability, version control, and timely access to information across all stakeholders.

Key Responsibilities

• Act as the custodian of all project documentation across assigned projects/packages.
• Establish and maintain document control procedures, registers, and naming conventions in line with project standards.
• Manage the issue, receipt, distribution, and filing of all incoming and outgoing documents.
• Ensure all documents are properly numbered, version-controlled, and stored in the project's Electronic Document Management System (EDMS).
• Maintain confidentiality and security of sensitive project information.

• Administer the project EDMS (e.g., Aconex, ProjectWise, SharePoint, or similar platforms).
• Set up workflows, user access, distribution matrices, and folder structures.
• Train and support project team members and external parties in the correct use of the system.
• Troubleshoot user issues and liaise with IT/system providers where needed.

• Manage the receipt, registration, and distribution of drawings, BIM models, specifications, and technical submittals.
• Ensure superseded documents are archived and the latest revisions are clearly identified.
• Maintain drawing and transmittal registers, ensuring traceability across design and construction phases.

• Log and track all project correspondence, transmittals, RFIs, submittals, and notices.
• Support the commercial and project teams in maintaining accurate records of contractual communications under FIDIC and other agreements.
• Ensure timely retrieval of documents to support claims, variations, and audits.

• Produce regular document control reports, including outstanding submissions, overdue responses, and KPI tracking.
• Monitor compliance of consultants and contractors with document control procedures.
• Highlight non-conformities and escalate issues to project management.
• Support internal and external audits by providing required documentation.

• Coordinate with consultants, contractors, designers, and internal teams to ensure timely flow of information.
• Act as the point of contact for all document control queries.
• Support meetings by preparing and distributing agendas, minutes, and supporting documents.

• Compile and prepare project close-out documentation, including as-built records, O&M manuals, warranties, and handover files.
• Ensure all project records are properly archived in accordance with retention policies.
• Capture lessons learned and contribute to continuous improvement of document control processes.

• Diploma or Bachelor's degree in a relevant discipline.
• 5–10 years of relevant document control experience, preferably on large-scale construction or development projects.
• Experience working on residential, mixed-use, or masterplan developments preferred.
• Familiarity with FIDIC contracts and standard construction documentation workflows.

• Highly organized with strong attention to detail.
• Strong understanding of document control procedures, version control, and information governance.
• Able to manage high volumes of documentation under tight deadlines.
• Clear written and verbal communication skills.
• Collaborative approach with internal and external stakeholders.
• Discretion in handling confidential and sensitive information.
• Proactive in identifying process improvements and resolving issues.