Document Controller

Our sister company, Barbuda Electromechanical Works LLC, is looking for an experienced and competent Document Controller with strong MEP experience in high-rise building projects in the UAE.

Job Summary

The Document Controller will be responsible for managing, controlling and maintaining all project-related documents, drawings, correspondence and technical submissions. The candidate must ensure proper document registration, distribution, tracking, retrieval and archiving in accordance with company and project procedures.

Key Responsibilities

• Manage and control all incoming and outgoing project documents, drawings and correspondence.
• Register, distribute and track shop drawings, material submittals, method statements and technical submissions.
• Maintain accurate logs for RFIs, MIRs, WIRs, NCRs, site instructions, inspection requests and consultant comments.
• Ensure that all documents are properly numbered, titled, dated, classified and filed according to project procedures.
• Maintain document registers and update submission and approval statuses regularly.
• Upload, download and manage documents through the client’s or consultant’s document-management system.
• Distribute approved documents and the latest drawing revisions to relevant project-team members.
• Ensure that superseded drawings and documents are removed from active use and properly archived.
• Coordinate with project managers, engineers, QA/QC teams, procurement teams, subcontractors and consultants.
• Follow up with the responsible departments regarding pending submissions, approvals and overdue responses.
• Prepare document transmittals and maintain proper acknowledgment and distribution records.
• Maintain both electronic and hard-copy filing systems in an organized and secure manner.
• Control access to confidential and sensitive project documents.
• Prepare daily, weekly and monthly document-status reports for project management.
• Monitor document revisions and ensure proper version control across all departments.
• Maintain records of technical queries, variation documents, meeting minutes and project correspondence.
• Assist in preparing reports, presentations, meeting documents and other project records.
• Support internal and external audits by providing the required documents and registers.
• Coordinate the collection and review of as-built drawings, O&M manuals, warranties and testing records.
• Compile final project dossiers and handover documentation according to contractual requirements.
• Ensure that all project documents are complete, traceable and readily available when required.
• Maintain document backups and ensure compliance with company document-retention procedures.
• Follow company quality, confidentiality and document-control procedures at all times.

Candidate Requirements

• Diploma or Bachelor’s Degree in Business Administration, Information Management or a relevant discipline.
• Six to ten years of relevant document-control experience in the construction industry.
• Proven experience as a Document Controller on MEP high-rise building projects.
• Strong UAE construction experience is required.
• Good knowledge of MEP documentation, technical submissions and approval procedures.
• Strong knowledge of document numbering, revision control, filing, tracking and archiving systems.
• Experience handling shop drawings, material submittals, method statements, RFIs, MIRs, WIRs and NCRs.
• Proficiency in Aconex or other electronic document-management systems is required.
• Advanced proficiency in MS Office, particularly Excel, Word and Outlook.
• Excellent organizational, communication and coordination skills.
• Strong attention to detail and accuracy.
• Ability to handle confidential information professionally.
• Ability to work under pressure and meet strict submission deadlines.
• Good written and verbal communication skills in English.

Application Details

Interested candidates should submit their updated CV along with the following information:

• Total experience
• UAE experience
• MEP document-control experience
• High-rise building project experience
• Document-management software experience
• Current location
• Current salary
• Expected salary
• Notice period
• Availability to join

Work Location: In person