Document Controller/ Site Secretary

· Bachelor’s Degree or Diploma in Business Administration, Office Management, Engineering, or related discipline from a recognized institution.

· Certification or training in Document Control Systems or ISO 9001:2015 Quality Management System (preferred).

· Aconex / Procore / EDMS training certification is an advantage.

· 5 to 8 years of experience as a Document Controller / Secretary in MEP contracting companies handling commercial, residential, hospitality, or high-rise projects.

· Minimum 3 to 5 years of GCC experience, preferably in the UAE.

· Strong experience in handling project correspondence, technical submissions, shop drawings, material submittals, RFIs, MIRs, and office administration activities.

· Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

· Experienced in Aconex, Procore, Asite, EDMS, or similar document management systems.

· Familiar with document control procedures, filing systems, and project correspondence management.

· Manage and maintain all project and office documents in accordance with company procedures and project requirements.

· Maintain logs and registers for drawings, material submittals, RFIs, MIRs, NCRs, transmittals, and technical correspondence.

· Ensure proper recording, distribution, filing, and archiving of all incoming and outgoing documents in both soft and hard copy formats.

· Coordinate with engineers, consultants, subcontractors, and suppliers for timely submission and approval of project documents.

· Control revision status of drawings and documents and ensure only the latest approved revisions are circulated.

· Prepare transmittals, letters, reports, and official correspondence to consultants, clients, and authorities.

· Maintain document tracking systems and generate weekly/monthly status reports for pending and approved submissions.

· Support preparation and submission of documents for authority approvals including DEWA, DCD, DM, SEWA, TAQA, ADCD, and other authorities.

· Organize meetings, prepare meeting minutes, and maintain records of project correspondence and action items.

· Handle office administrative tasks including scheduling, filing, scanning, photocopying, and document formatting.

· Maintain confidentiality and security of all project, technical, and commercial documentation.

· Assist project teams in compiling as-built drawings, O&M manuals, warranties, and project handover dossiers.

· Coordinate with planning, procurement, QA/QC, and project teams regarding document submission status and approvals.

· Ensure compliance with ISO quality management procedures and company document control standards.

· Support management and project teams with secretarial and administrative assistance as required.