Document Controller (m/f/d)
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Key skills for this role
About the Role
Halian seeks a Document Controller for a sustainable urban development project in Abu Dhabi. The role manages document control systems, ensures compliance, and supports project teams.
Key Skills for This Role
Responsibilities
- Implement and maintain document control procedures in accordance with company standards and project requirements
- Ensure all incoming and outgoing project documents are properly logged, tracked, and archived
- Maintain up to date registers for drawings, technical documents, RFIs, submittals, and correspondence
- Manage document numbering, version control, and classification systems
- Administer and maintain EDMS platforms (e.g., Aconex, SharePoint)
- Liaise with engineers, contractors, consultants, and stakeholders to ensure document accuracy
- Conduct regular audits of document control processes to ensure data integrity
- Generate regular reports on document status, submission logs, overdue items, and workflow progress
- Ensure proper archiving of project documents at key milestones and project completion
Requirements
- Bachelor's degree or diploma in Business Administration, Engineering, Information Management, or related field
- 2 4 years of experience in document control roles, preferably in construction, renewable energy, or large infrastructure projects
- Proficiency in EDMS tools such as Aconex, SharePoint, or similar platforms
- Advanced knowledge of Microsoft Office Suite
- Understanding of document lifecycle management and workflow systems
- Familiarity with engineering drawings and technical documentation standards
- Certification in Document Control or Records Management (preferred)
Full Job Posting
Job Purpose
- Responsible for establishing, maintaining, and managing a robust document control system.
- Ensures accurate and timely handling of all project documentation.
- Ensures compliance with sustainability, engineering, and operational standards.
Document Management & Control
- Implement and maintain document control procedures.
- Ensure all incoming and outgoing project documents are properly logged, tracked, and archived.
- Maintain up to date registers for drawings, technical documents, RFIs, submittals, and correspondence.
- Manage document numbering, version control, and classification systems.
- Ensure documents are reviewed, approved, and distributed in a timely manner.
Electronic Document Management System (EDMS)
- Administer and maintain EDMS platforms (e.g., Aconex, SharePoint).
- Upload, index, and retrieve documents efficiently.
- Ensure accurate metadata tagging for easy retrieval and audit compliance.
- Provide training and guidance to team members on EDMS usage.
Project Coordination Support
- Liaise with engineers, contractors, consultants, and stakeholders.
- Assist project teams in preparing document submissions and deliverables.
- Monitor document submission timelines and highlight delays or discrepancies.
- Coordinate with procurement and quality teams for documentation.
Compliance & Quality Assurance
- Ensure all documentation complies with standards, regulatory requirements, and environmental policies.
- Conduct regular audits of document control processes.
- Maintain confidentiality and security of sensitive project information.
- Support ISO certification compliance (e.g., ISO 9001, ISO 14001).
Reporting & Tracking
- Generate regular reports on document status, submission logs, overdue items, and workflow progress.
- Track revisions and maintain historical records.
- Prepare dashboards and metrics related to document control performance.
Archiving & Handover
- Ensure proper archiving of project documents at key milestones and project completion.
- Prepare final documentation packages for project handover.
- Ensure all records are stored in accordance with company retention policies.
Qualifications & Education
- Bachelor's degree or diploma in Business Administration, Engineering, Information Management, or related field.
- Certification in Document Control or Records Management (preferred).
Experience
- 2–4 years of experience in document control roles, preferably in construction, renewable energy, or large infrastructure projects.
- Experience in UAE or GCC region highly desirable.
- Familiarity with sustainability focused developments or smart city projects a plus.
Technical Skills
- Proficiency in EDMS tools such as Aconex, SharePoint, or similar platforms.
- Advanced knowledge of Microsoft Office Suite (Excel, Word, PowerPoint).
- Understanding of document lifecycle management and workflow systems.
- Familiarity with engineering drawings and technical documentation standards.
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