Document Controller

About the Company

Al Rostamani Group is a well-established conglomerate since 1957, known for its dedication and care towards employees and customers alike. The group operates across diverse sectors including general trading, automobiles, heavy equipment, travel, foreign exchange, financial services, property management, construction, infrastructure development, and IT services. The company hosts a multicultural environment with a workforce of about 2000 individuals representing 41 nationalities.

Emirates Electrical Engineering LLC, as part of this group, specializes in providing turnkey electrical power solutions such as solar rooftop systems for commercial and industrial buildings in the UAE, high voltage substations, cable networks, and transmission lines.

Role Overview

The Document Controller is entrusted with managing all documents related to construction projects. This includes ensuring precise filing, tracking, and controlled accessibility of documents such as drawings, contracts, reports, RFIs, and submittals. Proficiency with Aconex document management software is essential, given its pivotal role in streamlining document workflows.

Key Responsibilities

• Organize and manage project documents systematically, guaranteeing easy access and proper filing.
• Utilize Aconex diligently to store, distribute, and maintain version control of all documentation.
• Monitor, control, and facilitate the flow of documents between project stakeholders, ensuring timely distribution and retrieval support.
• Maintain centralized document logs and status trackers within Aconex, coordinating submissions, reviews, and approvals in line with project deadlines.
• Provide training and assistance to team members on effective use of Aconex for document processes.
• Ensure all documents comply with company policies, industry standards, and relevant regulations through routine audits and quality checks.
• Act as the primary contact for all document-related queries among internal teams and external parties.
• Assist in organizing meetings, documenting minutes, and sharing relevant action items and documentation with involved parties.
• Compile regular reports on document statuses, highlighting pending approvals or delays, and maintain records for audits and future reference.

Required Qualifications and Experience

• Bachelor’s degree or a related qualification in Administration, Engineering, or a similar field.
• Minimum of three years experience in document control specifically within construction projects.
• Mandatory prior experience using Aconex for document management.
• Familiarity with construction project documentation and document control best practices.

Skills and Competencies

• Expertise in document management systems including Aconex, Procore, EDMS, SharePoint, or Primavera Contract Management.
• Implementation and maintenance of document control procedures such as numbering, filing, archiving, and retrieval.
• Strong records management skills ensuring secure storage and backup of key project documents like drawings, contracts, and correspondence.
• Understanding of ISO 9001 standards, quality assurance and quality control (QA/QC) processes.
• Proficient in version control, tracking revisions, approvals, and superseded documentation.
• Knowledge of MEP and construction documentation including shop drawings, as-built drawings, RFIs, submittals, and transmittals.
• Experience coordinating submissions and approvals with authorities such as ADDC, ADM, DEWA, and Civil Defense.
• Ability to generate detailed reports, logs, and compliance tracking for stakeholders and auditing purposes.
• Proficient user of MS Office suite (Excel, Word, PowerPoint), Adobe Acrobat, and database management software.
• Commitment to confidentiality and secure management of sensitive documents.

Work Environment and Values

Al Rostamani Group values individuals who are passionate about their roles, willing to learn and grow, and who embody the group’s core values of care, commitment, and vision. The group offers meaningful and impactful work opportunities within a nurturing and diverse environment.