JOB SUMMARY:

The Document Controller is responsible for managing and controlling all project-related documents and information in a timely and efficient manner, ensuring accuracy, quality, and compliance with established procedures and standards. This role is crucial for maintaining organized records, facilitating smooth communication, and supporting effective project execution in a large-scale roads and infrastructure project within the UAE.

• Document Management System (DMS) Administration:
• Implement and maintain the project’s DMS, ensuring its effective use by all project team members.
• Configure and customize the DMS to meet project-specific requirements.
• Provide training and support to project personnel on the use of the DMS.
• Troubleshoot and resolve DMS-related issues.
• Document Control Procedures:
• Develop, implement, and maintain document control procedures and workflows in accordance with project standards and ISO requirements.
• Ensure all documents are processed, distributed, and archived according to established procedures.
• Maintain accurate and up-to-date document registers and logs.
• Control document numbering, revisions, and distribution.
• Document Processing and Distribution:
• Receive, register, and distribute project documents, including drawings, specifications, reports, and correspondence.
• Ensure timely and accurate distribution of documents to relevant stakeholders.
• Manage electronic and hard copy document filing systems.
• Monitor document transmittals and track document status.
• Quality Assurance and Compliance:
• Ensure all documents comply with project quality standards and regulatory requirements.
• Conduct regular audits of document control processes to ensure compliance.
• Maintain accurate records of document revisions and approvals.
• Ensure that all documents are stored properly, prevent damage and loss.
• Communication and Coordination:
• Liaise with project team members, contractors, and clients regarding document control matters.
• Provide timely and accurate information on document status and availability.
• Facilitate document reviews and approvals.
• Assist with the preparation of project reports and presentations.
• Archiving and Retrieval:
• Manage the archiving of project documents and ensure their secure storage.
• Facilitate the retrieval of documents as required.
• Ensure proper disposal of obsolete documents.
• Reporting:
• Generate regular reports on document status and distribution.
• Provide statistical data and analysis on document control activities.
• Report on non-compliance to document control procedures.
• Adhere to UAE regulations and standards:
• Ensure all documentation adheres to local UAE construction, and governmental standards.