Document Controller – Infrastructure & Construction Projects

Document Controller – Infrastructure & Construction Projects

Location: Dubai, UAE
Employment Type: Full-time

Role Overview

We are looking for a meticulous Document Controller to join our project management team in Dubai. In this capacity, you will serve as the central hub for all project documentation, ensuring seamless flow, accurate tracking, and strict compliance with established procedures. You will manage the full lifecycle of project records—from incoming correspondence to final as-built handover—supporting multidisciplinary teams to maintain organization, transparency, and audit-ready documentation throughout the project duration.

Core Responsibilities

Document Lifecycle Management

• Process all project documentation through defined procedural steps, ensuring adherence to numbering conventions, approval hierarchies, and distribution matrices.

• Receive, log, and track submittals, transmittals, technical reports, and contractor correspondence using standard electronic document management systems.

• Monitor the status of Requests for Changes (RFCs), Site Instructions, Non-Conformance Reports (NCRs), and Punch Lists, ensuring timely closure and follow-up.

System Administration & Reporting

• Maintain and update centralized databases and registers, producing accurate logs, status reports, and expediting transmittals as required.

• Utilize Primavera Contract Management and Aconex to register and track payment requisitions, variation orders, safety reports, and meeting minutes.

• Scan and archive documents for electronic storage, ensuring files are easily retrievable for audits and project close-out.

Coordination & Compliance

• Expedite the review and signature approval cycles for internally produced documents and supplier submissions.

• Coordinate with project engineers, site teams, and external stakeholders to ensure documentation meets client and authority requirements.

• Assist junior document control staff in implementing project-specific procedures, fostering a collaborative and efficient team environment.

Administrative Support

• Perform clerical duties as needed, including typing, filing, and phone correspondence, to support overall project operations.

• Contribute to a deadline-driven team culture, ensuring that all documentation is processed and distributed in a timely manner.

Required Qualifications & Experience

• Education: Bachelor’s degree in any discipline.

• Experience: Minimum of 4+ years of relevant work experience, with at least 3 years specifically in document control for construction or engineering projects.

• Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint) and working knowledge of Electronic Document Management Systems (EDMS), specifically Aconex.

• Communication: Excellent written and oral English skills, with strong interpersonal abilities to interact effectively with management and project personnel.

• Organizational Skills: Proven ability to manage high volumes of documentation with strict attention to detail and accuracy.

Desired Skills

• Strong time-management capabilities and ability to prioritize tasks in a fast-paced environment.

• Familiarity with construction and engineering industry standards and documentation practices.

• Team-oriented mindset with a proactive approach to problem-solving and process improvement.

• Experience working on large-scale infrastructure or utilities projects within the UAE.