Due to the continuing success and growth of our AESG team, a fantastic opportunity has opened up at our award-winning Specialist Consultancy, Engineering and Advisory Firm.
We are headquartered in London, Riyadh, Singapore and Dubai, Cape Town, Cairo & Sydney working throughout the Middle East, Europe and Asia. Our areas of expertise are represented in four core verticals: Building Engineering, Planning and Infrastructure, Strategy and Advisory and Commissioning, Handover and Asset Management.
We pride ourselves in being leaders in the industry in each of the services that we offer. We have one of the largest dedicated team with decades of cumulative experience in sustainable design, fire and life safety, cost management, faade engineering, commissioning, building performance, waste management, environmental consultancy, carbon management and acoustics.
Job Purpose
- Responsible for managing, organizing, and maintaining all project documentation for the FLS division in accordance with company standards, client requirements, and project procedures.
- Ensures that all technical documents, drawings, reports, and correspondence are accurately recorded, distributed, and controlled to support efficient communication and collaboration between internal teams, clients, and external stakeholders.
Qualification / Experience
- Diploma or Bachelor's Degree in Business Administration, Engineering, or related field.
- Minimum of 57 years of experience in document control within an engineering consultancy or construction environment.
- Proven experience with electronic document management systems (e.g., Aconex, Asite, BIM 360, SharePoint, etc.).
- Familiarity with ISO 9001 quality management standards and document control best practices.
GENERAL EXPECTANCY
- Moderate experience and proficiency in multiple competencies.
- Capable of handling tasks with supervision.
Responsibilities
- Establish, implement, and maintain document control procedures in alignment with company and client standards.
- Manage the receipt, review, registration, tracking, and distribution of all incoming and outgoing project documentation (drawings, reports, RFIs, submittals, correspondences, etc.).
- Ensure proper document version control, maintaining updated and accurate records of revisions, approvals, and issue statuses.
- Maintain the project filing system (both electronic and hard copy) to ensure accessibility, traceability, and confidentiality of documents.
- Coordinate with project teams, design leads, and external consultants to ensure timely submission and approval of deliverables.
- Manage and maintain electronic document management systems (EDMS) such as Aconex, Asite, BIM 360, or similar platforms.
- Train and support team members on the proper use of the document management system and ensure adherence to standards.
- Generate and distribute periodic document status reports and logs to support project monitoring and audits.
- Serve as the main point of contact for document control activities within the FLS team.
- Liaise with internal departments and external stakeholders to facilitate efficient flow of information
- Support project managers and discipline leads in ensuring deliverables meet submission deadlines and format requirements.
- Manage correspondence logs and ensure all communications are properly registered and traceable.
- Ensure all documentation complies with project quality standards, naming conventions, and transmittal protocols.
- Conduct periodic audits of document control processes to ensure consistency and accuracy.
- Support project close-out activities, including the preparation and archiving of final project documentation and handover packages.
COMPETENCIES
- Leadership / Management skills:
As individuals gain experience and expertise, they may move into supervisory positions incorporating management or supervision of tasks or small projects. This role entails comprehending mentor guidance while still taking the initiative, occasionally seeking guidance to ensure successful performance.
- Communication / Collaboration:
Engage in more complex interactions, such as active participation in meetings, presenting to small groups, and contributing to team discussions. Working as part of a team (collaboration). Clear communication with good listening skills. Be patient, adaptable and take responsibility.
- Technical Knowledge / Expertise:
Collaborate with more experienced colleagues, leveraging their valuable insights and feedback. Develop analytical skills and ability to autonomously execute operational or project sub-tasks following instruction.
Start actively participating in creative projects. Contribute ideas and solutions that align with their role's responsibilities. Collaborate with colleagues and learn to refine and expand upon concepts, demonstrating adaptability and flexibility.
- Client Focus / Relationship Building:
Manage communication on project delivery with support from more senior team members. Attend Client meetings and support more senior team members in Client facing activities.
- Strategic Vision / Planning:
Begin to contribute to the larger picture. Buy-in to corporate and divisional strategy. They learn to create simple project plans, prioritise tasks, and coordinate with colleagues.
Demonstrated Knowledge Base And Professional Skillset
- Time Management / Planning:
Individuals may take on roles that involve coordinating tasks and projects. They learn to create project timelines, delegate tasks, and use basic project management tools. Begin to understand the importance of planning and scheduling. Focus on setting priorities, identifying and reducing common distractions.
- Industry Experience / Thought Leadership:
Ability to support Consultants in project management and delivery by handling larger subsets of tasks
- Project Management / Operational Delivery:
Assist and contribute to the successful delivery of projects by independently carrying out project tasks and support more senior team members in project management. Commence taking on elements of project management. They develop skills in task management, process optimisation, and problem-solving.
- Leadership / Team Management Experience:
Demonstrates strong willingness to learn and develops enthusiasm for the principals of leadership and management. Takes a role of a team member that contributes to shared goals. Uphold AESG Core Values.
Commercial Acumen / Business Development
General awareness of commercials within the Consulting industry. Support more senior team members in the commercial management of projects.
- Problem Solving / Decision Making
As individuals gain experience, they actively practice problem-solving and decision-making techniques. They learn to analyse situations, gather information, and propose solutions. They also begin to participate in team discussions and contribute to problem-solving efforts.
- Employee Focus / Process Compliance:
As individuals gain experience, they actively contribute to creating a positive employee experience. They may organise team building activities and participate in employee feedback discussions. They start to grasp the connection between employee engagement and organisational performance. Prepares and maintains policy or process related documents.
Upholding AESG Core Values
- Client-centricity & Collaboration: Laisses with clients to understand their needs. Ensure quick rapport and active listening.
- Adaptability & Flexibility: Assume responsibilities outside your role.
- Innovative Culture: Have the courage to try a new way of working or method.
