Document Controller
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Key skills for this role
About the Role
Tractebel is seeking a Document Controller / Administrator in Jeddah to manage project documentation, correspondence, and administrative activities. The role requires 5+ years of experience in document control, preferably in construction or engineering, and proficiency in EDMS like Aconex.
Key Skills for This Role
Responsibilities
- Establish and maintain an effective document control system for project documentation
- Receive, log, register, track, and distribute incoming and outgoing documents
- Maintain document registers, transmittals, correspondence logs, submittal logs, and records databases
- Ensure all project documents are accurately filed, archived, and retrievable when required
- Monitor document revisions and maintain version control
- Upload, manage, and update information within Electronic Document Management Systems (EDMS)
- Ensure compliance with company document control procedures and client requirements
- Coordinate document submissions between company, project teams, contractors, consultants, and clients
- Track approval status of drawings, material submittals, RFIs, technical documents, and reports
- Prepare regular document control reports and status updates
- Provide administrative support to project managers, engineers, and site teams
- Prepare meeting agendas, minutes of meetings (MoM), and action trackers
Requirements
- Diploma or Bachelor's Degree in Business Administration, Management, Engineering, Information Management, or related field
- Minimum 5 years of experience in document control and administrative support, preferably in construction, engineering, infrastructure, or consultancy environments
- Knowledge of document control practices and records management procedures
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience with Electronic Document Management Systems (EDMS) such as Aconex, SharePoint, Autodesk Construction Cloud, Oracle Primavera Unifier
- Excellent organizational and time management skills
- Strong attention to detail and accuracy
- Effective communication and interpersonal skills
- Ability to work under pressure and manage multiple priorities
- Certification in document control or project administration (advantage)
- Experience in large scale construction, infrastructure, transportation, utility, or engineering consultancy projects (preferred)
- Familiarity with ISO 9001 Quality Management Systems (preferred)
Full Job Posting
Job Description
- We are seeking a highly organized and detail oriented Document Controller / Administrator to manage project documentation, correspondence, records, and administrative activities.
- The successful candidate will ensure all project documents are properly controlled, tracked, distributed, and archived in accordance with company procedures and project requirements.
- The role also involves providing administrative support to project teams and maintaining efficient document management systems.
Key Responsibilities Document Control
- Establish and maintain an effective document control system for project documentation.
- Receive, log, register, track, and distribute incoming and outgoing documents.
- Maintain document registers, transmittals, correspondence logs, submittal logs, and records databases.
- Ensure all project documents are accurately filed, archived, and retrievable when required.
- Monitor document revisions and maintain version control.
- Upload, manage, and update information within Electronic Document Management Systems (EDMS).
- Ensure compliance with company document control procedures and client requirements.
- Coordinate document submissions between Company, project teams, contractors, consultants, and clients.
- Track approval status of drawings, material submittals, RFIs, technical documents, and reports.
- Prepare regular document control reports and status updates.
Key Responsibilities Administration Support
- Provide administrative support to project managers, engineers, and site teams.
- Prepare meeting agendas, minutes of meetings (MoM), and action trackers.
- Manage project correspondence and office communications.
- Coordinate project meetings, appointments, and travel arrangements when required.
- Maintain office filing systems, records, and project databases.
- Assist in preparing project reports, presentations, and contractual documentation.
- Support onboarding activities and maintain personnel records as required.
Key Responsibilities Records Management
- Maintain confidential records and ensure data security.
- Manage project closeout documentation and final archiving.
- Ensure all project records are retained in accordance with company and contractual requirements.
- Facilitate audits by providing accurate and complete documentation.
Key Responsibilities Coordination & Communication
- Liaise with Company, contractors, consultants, clients, vendors, and internal departments regarding documentation requirements.
- Follow up on overdue submissions and approvals.
- Ensure timely circulation of approved documents to relevant stakeholders.
Required Qualifications
- Diploma or Bachelor's Degree in Business Administration, Management, Engineering, Information Management, or a related field.
- Minimum 5 years of experience in document control and administrative support, preferably in construction, engineering, infrastructure, or consultancy environments.
- Knowledge of document control practices and records management procedures.
- Certification in document control or project administration is an advantage.
Technical Skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with Electronic Document Management Systems (EDMS) such as: Aconex (Preferable), SharePoint, Autodesk Construction Cloud (ACC), Oracle Primavera Unifier.
- Excellent document tracking and filing capabilities.
- Strong data entry and reporting skills.
- Familiarity with project workflows and construction documentation processes.
Soft Skills
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Effective communication and interpersonal skills.
- Ability to work under pressure and manage multiple priorities.
- Professional approach to handling confidential information.
- Strong problem solving and coordination abilities.
Preferred Experience
- Experience in large scale construction, infrastructure, transportation, utility, or engineering consultancy projects.
- Familiarity with ISO 9001 Quality Management Systems.
- Experience working with multinational teams and clients.
- Knowledge of project lifecycle documentation requirements.
Key Performance Indicators (KPIs)
- Timely processing and distribution of project documents.
- Accuracy and completeness of document records.
- Compliance with document control procedures and standards.
- Reduction of overdue document reviews and approvals.
- Efficiency in document retrieval and reporting.
- Stakeholder satisfaction with administrative support services.
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