Document Controller-MEP

Job Purpose

The Document Controller is responsible for managing and controlling all documentation related to the construction project, ensuring that all documents are accurately filed, tracked, and made accessible to authorized personnel. The role involves working closely with the project team to ensure the smooth flow of project documentation, including drawings, contracts, RFIs, submittals, and reports. A key aspect of this role is experience with Aconex, a document management software used in construction projects to streamline document distribution, approvals, and tracking.

Job Responsibilities

Document Management:

• Manage and organize all project-related documents, including drawings, technical submittals, contracts, reports, RFIs, and correspondence, ensuring they are easily accessible and properly filed.
• Ensure that all documents are stored and distributed correctly using Aconex, adhering to the company’s document control procedures.
• Maintain version control of all documents, ensuring that the latest versions are available and previous versions are archived appropriately.
• Monitor and control the flow of documents between the project team, consultants, contractors, and other stakeholders, ensuring timely and accurate distribution.
• Support the project team in retrieving documents quickly and efficiently, ensuring smooth project execution.

Aconex Management:

• Work extensively with Aconex to upload, manage, and track project documents, ensuring all project documentation is properly registered and categorized.
• Ensure all incoming and outgoing documents via Aconex are correctly filed, tracked, and distributed to the relevant team members.
• Coordinate document submissions, reviews, and approvals within the Aconex platform, ensuring that documents are processed according to the project's requirements and timelines.
• Provide training and support to the team members on how to effectively use Aconex for document submission, review, and approval.
• Maintain document logs, including tracking document statuses (pending, under review, approved, etc.) within Aconex.

Documentation Control and Distribution:

• Maintain and update a centralized document management system, ensuring that all documents are categorized and easy to search.
• Ensure that all documents are shared with the relevant parties in a timely manner, following the document control procedures and protocols.
• Ensure compliance with project document control procedures, industry standards, and company policies.
• Issue controlled copies of documents to stakeholders and ensure that only the most up-to-date versions are in circulation.
• Track document revisions and ensure all changes are reflected in Aconex and communicated to the relevant personnel.

Quality Assurance and Compliance:

• Ensure that all documentation complies with relevant standards and regulations and is complete, accurate, and up to date.
• Conduct periodic checks and audits of project documentation to ensure compliance with quality control and document control procedures.
• Coordinate the review and approval process for all documents, ensuring that the correct approvals are obtained and recorded in the Aconex system.

Communication and Coordination:

• Act as the primary point of contact for document-related inquiries from the project team, subcontractors, clients, and consultants.
• Coordinate with project teams to ensure that the proper documents are submitted, tracked, and reviewed in a timely manner.
• Assist in coordinating meetings, preparing meeting minutes, and distributing action items and documentation to all relevant stakeholders.

Reporting and Documentation Control:

• Prepare and generate regular reports on the status of project documentation, highlighting pending approvals, submissions, and potential delays.
• Maintain a record of all project documentation for audit purposes and future reference.

Job Requirements

Education:

• Bachelor’s degree or relevant qualification in Administration, Engineering, or related field.

Experience:

• 3+ years of experience in document control within the construction industry.
• Prior experience working with Aconex is mandatory.
• Familiarity with document management systems, document control processes, and construction project documentation.

Skills:

• Document Management Systems (DMS) – Proficiency in Aconex, Procore, EDMS, SharePoint, Primavera Contract Management, or similar systems.
• Document Control Procedures – Implementing and maintaining document numbering, filing, archiving, and retrieval systems.
• Records Management – Ensuring proper storage, retrieval, and backup of drawings, specifications, contracts, and correspondence.
• Compliance & Standards – Understanding of ISO 9001, QA/QC procedures, and document control best practices.
• Version Control & Tracking – Managing revisions, approvals, and superseded documents to ensure up-to-date records.
• MEP & Construction Documentation – Familiarity with shop drawings, as-built drawings, RFIs, submittals, and transmittals.
• Authority Submissions & Approvals – Coordinating with ADDC, ADM, DEWA, and Civil Defense for document submissions.
• Reporting & Auditing – Generating logs, compliance reports, and status updates for project stakeholders.
• Software Proficiency – Experience with MS Office (Excel, Word, PowerPoint), Adobe Acrobat, and database management tools.
• Confidentiality & Data Security – Ensuring secure handling of sensitive project documentation.