Document Controller

About the Role

Swank Development is looking for a meticulous and methodical Document Controller to join our Projects team, focusing on premium residential projects in Dubai. The appointed individual will oversee the management and control of all project-related documents throughout the lifecycle, ensuring full compliance with company policies and project criteria. This position is crucial for upholding document accuracy, aiding project units, maintaining quality standards, and promoting seamless interaction between various internal and external stakeholders including departments, consultants, contractors, and official bodies.

Responsibilities

• Manage comprehensive project documentation adhering strictly to the company’s Document Control Procedures and Project File Index.
• Oversee receipt, registration, distribution, tracking, and archiving of all inbound and outbound project documents.
• Maintain detailed registers such as Drawings, RFIs, Material Submittals, Shop Drawings, Method Statements, WIR & MIR, NCR, Site Instructions, Engineer’s Instructions, Technical Queries, Design Changes, and Correspondence Logs.
• Coordinate document exchanges with consultants, contractors, and authorities to secure timely approvals and feedback.
• Operate project documentation systems effectively within an Electronic Document Management System environment, preferably Aconex.
• Ensure all project drawings are updated with accurate revision histories and properly manage superseded versions.
• Prepare and distribute transmittals, official letters, reports, and status updates of documentation.
• Monitor deadlines for document submissions and initiate follow-ups to enforce timely resolution.
• Maintain as-built documents, red-line markups, and compile final project records.
• Assist with project close-out processes by gathering handover materials, O&M manuals, warranties, and final records.
• Uphold compliance with Swank Development’s Quality Management System and Information Management protocols.
• Maintain confidentiality, precision, and integrity of project data and paperwork.
• Provide administrative assistance to the Projects Department when necessary.

Candidate Requirements

• Possess a Bachelor’s Degree or Diploma in Business Administration, Engineering, Construction Management, or a related field.
• Have between 3 and 5 years experience as a Document Controller, preferably in construction or real estate development.
• Demonstrate strong familiarity with Electronic Document Management Systems, especially Aconex.
• Have expert knowledge of construction-related documentation including drawings, RFIs, MIRs, WIRs, shop drawings, material submittals, method statements, and project correspondence.
• Be proficient in Microsoft Excel, Word, and other Office programs.
• Exhibit excellent organization, communication, and time management capabilities.
• Show high attention to detail with strong multitasking skills and prioritization ability.
• Maintain document accuracy, confidentiality, and control of document versions diligently.
• Work proactively and collaboratively within multidisciplinary project teams.

Additional Information

Location: Project Site, MBR City, Dubai.
Salary: Negotiable based on experience and qualifications.