Document Controller

Job Summary

XAD Technologies is seeking an organized and detail-oriented Document Controller to manage, maintain, and control project documentation for onsite operations in Dubai. The candidate will be responsible for document tracking, revision control, approval coordination, record management, and archiving to ensure accurate, secure, and timely access to project documents in compliance with company procedures and project requirements.

Key Responsibilities

1. Document Management

• Maintain and organize project documents in both electronic and physical formats.
• Ensure proper filing, storage, retrieval, and accessibility of documents.
• Control document distribution and maintain confidentiality by restricting access to authorized personnel.
• Maintain document registers and tracking logs to ensure accurate records.

2. Document Control Systems

• Manage and update the Electronic Document Management System (EDMS).
• Track document submissions, revisions, approvals, and distribution.
• Ensure the latest approved versions of documents are available to relevant teams.
• Support team members in following document control procedures and using document management systems.

3. Quality Assurance and Revision Control

• Review documents for completeness, accuracy, and compliance with project requirements.
• Coordinate document review, approval, and revision processes.
• Conduct periodic document audits to identify missing, outdated, or incorrectly filed records.
• Ensure compliance with company policies, project standards, and document control procedures.

4. Coordination and Communication

• Coordinate with project managers, engineers, site teams, and other departments regarding documentation requirements.
• Liaise with clients, consultants, contractors, and suppliers to obtain and distribute documents on time.
• Follow up on pending submissions, approvals, and outstanding documentation.
• Respond to document-related queries and resolve filing or tracking issues.

5. Reporting and Archiving

• Prepare regular reports on document status, submissions, approvals, and distribution.
• Update document registers and provide timely progress reports to project management.
• Archive completed project documentation in accordance with company procedures.
• Maintain historical records for future reference, audits, and legal requirements.

Qualifications and Skills

Educational Requirements

• Diploma or Bachelor's Degree in Business Administration, Information Management, Engineering, or a related field.

Experience

• Minimum 3–5 years of experience in document control, preferably in construction, telecommunications, or infrastructure projects.
• Practical experience with Electronic Document Management Systems (EDMS) is required.

Technical Skills

• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with document control software and electronic filing systems.
• Knowledge of document registers, revision tracking, transmittals, and approval workflows.
• Understanding of project documentation standards and document control procedures.

Soft Skills

• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Good written and verbal communication skills in English.
• Ability to coordinate effectively with multiple stakeholders.
• Ability to work independently and collaboratively in an onsite environment.
• Discretion in handling confidential information.

Preferred Skills

• Knowledge of construction and telecom project documentation requirements.
• Familiarity with industry standards, quality procedures, and document audit requirements.
• Knowledge of Arabic is an advantage.

Key Performance Indicators (KPIs)

• Accuracy and completeness of document records.
• Timely processing and distribution of project documents.
• Effective tracking of revisions, submissions, and approvals.
• Compliance with document control procedures and audit requirements.
• Timely reporting and retrieval of project documentation.
• Proper archiving and confidentiality of project records.

Benefits

• Competitive salary and benefits package.
• Opportunity to work on high-profile projects.
• Professional development and training opportunities.
• Collaborative and professional work environment.