Job Description – Document Controller (Construction Site)
Job Title
Document Controller
Department
Projects / Site Administration
Reports To
Project Manager / Project Director
Job Summary
The Document Controller is responsible for managing and controlling all project documentation at the construction site, ensuring that drawings, technical submittals, correspondence, contracts, inspection records, and other project documents are accurately maintained, distributed, and archived in accordance with company procedures and client requirements.
Key Responsibilities
- Maintain an organized document control system for all site-related documents.
- Receive, register, classify, and distribute incoming and outgoing project documents.
- Control the issuance, revision, and distribution of construction drawings to ensure only the latest approved revisions are used on site.
- Maintain registers for drawings, RFIs, technical submittals, material submittals, method statements, MIRs, WIRs, NCRs, and project correspondence.
- Prepare and issue document transmittals to clients, consultants, subcontractors, and suppliers.
- Coordinate with project engineers, QA/QC engineers, consultants, and subcontractors regarding document submissions and approvals.
- Monitor the status of submitted documents and follow up on pending approvals.
- Ensure all project documents are properly filed in both electronic and hard-copy formats.
- Archive superseded and completed documents in accordance with company procedures.
- Maintain confidentiality and security of all project records.
- Generate weekly and monthly document control reports for project management.
- Assist the project team in retrieving project documents when required.
- Ensure compliance with company document control procedures, client requirements, and ISO standards.
- Support site administration with project correspondence and document management activities.
Qualifications
- Diploma or Bachelor's Degree in Business Administration, Engineering, Construction Management, or a related discipline.
Experience
- Minimum 5 years of experience as a Document Controller in the construction industry.
- Minimum 3 years of UAE/GCC experience is preferred.
- Experience in high-rise residential, commercial buildings, villas, MEP, and mixed-use developments is highly preferred.
Skills & Competencies
- Proficient in Microsoft Office (Excel, Word, Outlook, and PowerPoint).
- Hands-on experience with document management systems such as Aconex, Procore, Autodesk Construction Cloud (ACC), SharePoint, or other EDMS platforms.
- Strong knowledge of construction documentation and drawing control procedures.
- Excellent organizational and filing skills.
- Strong attention to detail with a high level of accuracy.
- Good communication and interpersonal skills.
- Ability to manage multiple priorities and work under pressure.
- Familiarity with QA/QC documentation and project close-out documentation.
- Knowledge of ISO 9001 document control requirements is an advantage.
Key Performance Indicators (KPIs)
- Timely processing and distribution of project documents.
- Accurate maintenance of document registers and revision control.
- Zero use of obsolete drawings on site.
- Timely submission and tracking of technical documentation.
- Compliance with client and company document control procedures.
- Complete and well-organized project documentation for handover and close-out.
Working Environment
- Construction project site.
- Coordination with Project Manager, Site Engineers, QA/QC Engineers, Planning Engineers, Consultants, Clients, and Subcontractors.
- May require occasional overtime to meet project submission deadlines.
