Document Controller

About the Role

We are looking for a meticulous and organized Document Controller / Administrator to join our team in Jeddah. This role entails managing project documents, correspondence, records, and supporting administrative functions to ensure smooth document flow in line with company rules and project standards.

Key Responsibilities

• Develop and uphold an efficient document control system for project-related paperwork.
• Register, log, track, and distribute incoming and outgoing documents properly.
• Maintain comprehensive document registers, correspondence logs, transmittals, submittal logs, and database records.
• File and archive project documents accurately for easy retrieval.
• Oversee document version control and update revisions as necessary.
• Manage electronic documents through EDMS platforms, ensuring current and correct data.
• Adhere to internal document policies and client specifications.
• Coordinate document submissions among company personnel, contractors, consultants, and clients.
• Track status of approvals for drawings, submittals, RFIs, technical files, and reports.
• Compile and deliver regular reports and updates on document control status.

• Support project teams through administrative tasks including meeting preparations, minute taking, and follow-up action tracking.
• Handle project communications and correspondence efficiently.
• Organize project meetings, appointments, and travel logistics as required.
• Keep office filing systems and project databases well-maintained.
• Assist in drafting reports, presentations, and contractual documents.
• Support onboarding procedures and maintain accurate personnel files where necessary.

• Maintain confidential records securely and manage final project archiving and closeout documentation.
• Ensure all project records comply with company and contract retention policies.
• Assist audit processes by providing complete and accurate documentation.

• Serve as liaison among company departments, contractors, clients, and vendors regarding document needs.
• Follow up on delayed document submissions and approvals.
• Ensure approved documents are circulated on time to relevant stakeholders.

Qualifications and Experience

• Diploma or Bachelor’s degree in Business Administration, Management, Engineering, Information Management, or related discipline.
• At least 5 years of experience in document control and administrative roles within construction, engineering, infrastructure, or consultancy sectors.
• Familiar with document control principles and record management.
• Certification in document control or project administration is favorable.

Technical Proficiencies

• Strong command of Microsoft Office tools: Word, Excel, PowerPoint, Outlook.
• Experience using Electronic Document Management Systems such as Aconex (preferred), SharePoint, Autodesk Construction Cloud, and Oracle Primavera Unifier.
• Expertise in document tracking, filing, data entry, and generating reports.
• Understanding of project workflow and construction documentation procedures.

Soft Skills

• Excellent organizational ability and time management.
• Keen eye for detail and precision in documentation.
• Strong communication and interpersonal skills.
• Capability to handle multiple priorities under pressure.
• Professional handling of confidential data.
• Good problem-solving and coordination skills.

Preferred Background

• Experience with large-scale construction, infrastructure, transportation, utilities, or engineering consultancy projects.
• Knowledge of ISO 9001 Quality Management Systems.
• Exposure to multinational team environments and client interaction.
• Familiarity with documentation throughout project lifecycles.

Performance Metrics

• Prompt processing and dissemination of project documents.
• Accuracy and thoroughness of document records.
• Adherence to established document control standards and procedures.
• Minimization of overdue document reviews and approvals.
• Effective document retrieval and reporting capabilities.
• Positive feedback from stakeholders regarding administrative support.

Reporting and Coordination

• Reports primarily to the Jeddah Office Manager, with secondary reporting to the Project Site Manager.
• Coordinates directly with corporate teams, project site managers, engineers, inspectors, contractors, subcontractors, clients, consultants, and quality and administration teams.