Document Control Manager jobs in Dubai

Position Title: Assistant Document Controller

Job Summary

The Assistant Document Controller is responsible for supporting the Document Controller in managing, organizing, tracking, and maintaining all project documentation to ensure accurate document control throughout the construction project lifecycle. The role ensures that engineering drawings, technical documents, correspondence, contracts, submittals, RFIs, material approvals, and project records are properly controlled, distributed, and archived in accordance with company procedures and client requirements.

The Assistant Document Controller works closely with project managers, engineers, consultants, subcontractors, and client representatives to ensure timely processing and distribution of project documentation.

Key Responsibilities

Document Control & Management

• Assist in receiving, registering, filing, and maintaining all project documents, drawings, and correspondence.
• Ensure all incoming and outgoing documents are properly logged in the Document Management System (DMS).
• Maintain document numbering, revision control, and document status in accordance with company procedures.
• Verify document accuracy before distribution.
• Organize and maintain both electronic and hardcopy filing systems.

Drawing & Technical Document Control

• Register and distribute architectural, structural, MEP, shop drawings, and as-built drawings.
• Monitor drawing revisions and ensure only the latest approved revisions are circulated.
• Archive superseded drawings and maintain document history.
• Coordinate drawing transmittals between consultants, subcontractors, and project teams.

Correspondence Management

• Prepare document transmittals for submissions to clients, consultants, subcontractors, and authorities.
• Maintain records of letters, emails, meeting minutes, technical submissions, and project communications.
• Track document acknowledgements and follow up on outstanding responses.

Project Documentation Support

• Assist project engineers in preparing document packages for submissions.
• Maintain records of RFIs, material submittals, method statements, shop drawings, and technical approvals.
• Ensure project documentation complies with company and client document control procedures.
• Support project teams in locating and retrieving project documents when required.

Document Distribution

• Distribute approved documents to relevant departments and project personnel.
• Ensure all stakeholders receive the latest approved project documents.
• Maintain document distribution logs and transmittal records.

Records & Archiving

• Maintain secure storage of confidential project documents.
• Archive completed project documentation in accordance with company retention policies.
• Ensure proper indexing for easy retrieval of archived records.

Reporting

• Prepare weekly and monthly document status reports.
• Monitor outstanding document submissions and approvals.
• Generate document tracking reports for project management.
• Assist in maintaining project document registers.

Administrative Support

• Assist with scanning, printing, photocopying, binding, and compiling project documents.
• Coordinate document submissions with internal departments and external stakeholders.
• Support project administration and other documentation-related activities as assigned.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Information Management, Engineering, Construction Management, or a related field.
• Certification in Document Control or Records Management is an advantage.

Experience

• 2–4 years of experience as an Assistant Document Controller or Document Controller.
• Experience in the construction industry is preferred.
• UAE construction experience is an advantage.
• Experience working with Main Contractors is preferred.

Technical Knowledge

• Understanding of construction documentation processes.
• Knowledge of document numbering and revision control.
• Familiarity with engineering drawings and technical documentation.
• Experience using Electronic Document Management Systems (EDMS).
• Basic understanding of ISO document control procedures.
• Knowledge of project document workflows.

Software Skills

• Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Adobe Acrobat Pro
• Aconex (preferred)
• Procore (preferred)
• Autodesk Construction Cloud (ACC/BIM 360) (preferred)
• SharePoint (preferred)
• Bluebeam Revu (preferred)
• PDF editing and document management software

Skills & Competencies

• Strong organizational and filing skills.
• Excellent attention to detail and accuracy.
• Good written and verbal communication skills.
• Ability to manage multiple documents simultaneously.
• Good time management and prioritization skills.
• Ability to work under pressure and meet deadlines.
• Strong interpersonal and coordination skills.
• Ability to maintain confidentiality of project information.
• Team player with a proactive attitude.

Work Location: In person