Document Controller (Saudi National)

Overview

Missions/Main Duties

• Manage document control processes from project initiation through to close-out, ensuring that all project documents are properly received, registered, tracked, updated and archived in accordance with project procedures and client requirements.
• Scan and electronically distribute documents as PDF digital copies to designated recipients, ensuring accurate indexing and metadata, and upload them to the client Contract Management System and Autodesk Construction Cloud (ACC) as required.
• Maintain a hard-copy reference library for all project documentation to ensure quick and easy retrieval of information and alignment between hard-copy and electronic records.
• Utilize Autodesk Construction Cloud (ACC) and other approved EDMS platforms to control and update the status of contract documents, including workflows, revisions, approvals and transmittals.
• Prepare, register and track documents such as correspondence, reports, payment requisitions, variation orders, site instructions, punch lists and NCRs within ACC or other EDMS, ensuring correct coding and referencing.
• Track and update the status of submittals, safety reports, RFCs, minutes of meetings, progress photographs, contract issues and drawings, ensuring that current approved versions are clearly identifiable and accessible to all authorized project stakeholders.
• Produce regular reports on outstanding actions and responses on correspondence, submittals and other controlled documents through ACC and other EDMS, providing timely information to project management and the client.
• Support project teams in the effective use of EDMS platforms (including ACC) by assisting with user setup, folder structures, permissions, workflows, document numbering and troubleshooting of document control issues.
• Ensure that document control practices comply with SYSTRA’s procedures, client requirements, contractual obligations and applicable quality management standards throughout the project lifecycle.
• Coordinate with internal project teams, external consultants, contractors and client representatives to manage document flows, resolve document discrepancies and maintain data integrity across all systems.
• Contribute to audits and quality reviews by providing accurate document registers, logs, histories and evidence of approvals, ensuring that records are complete and traceable for all project stages.

Profile/Skills

• Bachelors, Diploma or specialized training in document management systems or similar software.
• Minimum of 8 years’ experience in document control, with at least 4 years using EDMS on large-scale projects.
• Proven expert-level experience in Autodesk Construction Cloud (ACC), including set-up and administration of projects, configuration of folders and permissions, management of submittals and RFIs, and control of design and construction documentation.
• Extensive experience in document control throughout the project lifecycle, from initiation to close-out, using integrated project services functions.
• Proficiency in English, both written and spoken, with strong technical writing and communication skills.
• Proficient computer skills with experience in managing electronic documentation systems and data management applications.
• Preferably at least 3 years of experience working in the Gulf region.
• Ability to manage concurrent projects and handle large volumes of documentation in a structured and organized manner.
• Experience in producing detailed reports and tracking documents to ensure compliance and timely responses to project deadlines.

Additional Information