Senior Administration Executive and Document Control Supervisor

Purpose Of The Role

Document Control Management

• Develop, implement, and maintain the Project Document Control Management Procedure
• Ensure strict compliance with document control procedures, numbering systems, and filing structures.
• Manage the full document lifecycle: receiving, reviewing, registering, distributing, and archiving.
• Maintain accurate logs, registers, and metadata for all documents.
• Monitor workflows and follow up with stakeholders to ensure timely responses.
• Ensure confidentiality and secure handling of sensitive project documentation.
• Coordinate document flow between internal teams, consultants, and contractors.

Technical Documentation Knowledge

• Knowledge of design-stage documents: concept, schematic, detailed design, Tender Documents & Contract Documents.
• Knowledge of Post-Contract documents: Prequalification, Material Submittals, Shop Drawings, RFIs, NCRs, MIRs, ITPs, method statements, as-built documentation, O&M manuals, and close[1]out deliverables.
• Awareness of documentation requirements for building and infrastructure disciplines: architectural, structural, MEP, civil, landscape, and specialist systems.
• Awareness of Authority requirements (especially Sharjah and Dubai), including NOCs, approvals, permits, and related payment processes.
• Ability to draft letters and oƯicial correspondence for project team members, using appropriate contractual language and terminology.
• Understanding of document numbering systems, metadata standards, and classification structures.

Aconex Administration

• Serve as the primary point of contact for Aconex administration across all assigned projects.
• Configure and manage workflows, mail routings, user roles, permissions, and project settings.
• Maintain and update document types, disciplines, and document attributes to reflect project needs and new phases.
• Manage project setup, project cloning, and configurations.
• Ensure adherence to standardized naming conventions, numbering structures, and metadata rules.
• Coordinate with consultants, contractors, and internal teams to ensure accurate document registration, transmittals, and workflow progression.
• Provide troubleshooting and user support for Aconex-related issues.
• Generate and maintain Aconex reports, dashboards, and audit trails to support project management and quality assurance.
• Conduct Aconex onboarding and training for new users.

Team Leadership & Coordination

• Supervise daily activities of Document Controllers and ensure balanced workload distribution.
• Conduct regular team meetings to review priorities, challenges, and performance.
• Provide training, and performance feedback.
• Ensure high standards of accuracy, confidentiality, and professionalism within the team.
• Support continuous improvement of Document Control processes.

General Administration

• General office administration tasks, including managing office supplies, coordinating meeting invitations, and organizing schedules to ensure smooth office operations.
• Assist with project administration activities as assigned by ARADA management

Qualifications

• Bachelor’s degree (any discipline).
• Aconex Certification (Aconex Accredited Specialist).
• Knowledge of ISO 9001:2015 standards related to document control and quality management systems

Experience

• 10+ years of Document Control experience in the construction industry.
• Minimum 3 years with a contractor (mandatory).
• Remaining experience with a consultant or client organization.
• Proven experience in supervising a Document Control team.
• Proven experience in managing Aconex in a Project Administrator role (mandatory), including workflow configuration, user management, system administration, and project cloning

Skills And Competencies

• Valid UAE driving license with own car.
• Strong proficiency in English (written and verbal); Arabic is an advantage.
• Strong Proficiency in Microsoft Excel, Word & Outlook.
• Strong Proficiency in Foxit/Adobe Acrobat for PDF creation, editing, and digital signatures