Document Controller

Role Overview

Document Controller at Al Shirawi Group.

Role Purpose

Manage all project documentation, logs, and administrative processes to ensure proper organization, tracking, compliance, and timely distribution of technical documents to stakeholders across multiple site offices and project phases.

Key Responsibilities

Document Control & Management

• Maintain and organize all incoming and outgoing documents including drawings, submittals, RFIs, and reports, ensuring proper filing and tracking.
• Ensure that only the latest revisions of documents are in circulation and obsolete versions are properly archived.
• Manage site offices for ASCC, Consultants, and Client.
• Coordinate intake of all Subcontractor material samples and document submittals.
• File and record all project documents.

Submission & Tracking

• Log, track, and follow up on submissions such as shop drawings, material submittals, and as-built drawings.
• Ensure all logs are updated weekly by both ASCC and Subcontractors.
• Maintain document registers including submittal logs, drawing registers, and RFI logs regularly.
• Update weekly trackers for the project including Authorities and NOCs.

Distribution & Coordination

• Circulate documents to relevant stakeholders including consultants, contractors, and client, maintaining distribution records.
• Assist engineers and project teams in retrieving documents and maintaining workflow efficiency.
• Arrange coordination for all NOCs from various Authorities.
• Arrange drivers for documents to be delivered or collected from various offices including GAJ, Al Quoz, RAK, and others.
• Coordinate and issue weekly Progress Reports to GAJ.

Compliance & Standards

• Ensure documentation follows project procedures, standards, and naming conventions.
• Deal with and answer all mails from Consultants and Subcontractors.
• Handle any Consultant and/or Client requests.

Administrative Support

• File and record weekly MOM for meetings.
• Raise PRs for the project.
• Manage Petty Cash for the project.
• Perform scanning and photocopy work for ASCC staff, Consultants, and Client.
• Keep track of all stationery required for site offices.
• Keep timesheets and records for accounts.
• Keep records of all Project Staff Vacation Tracker.
• Manage site staff on site such as Teaboy, Nurse, Driver, etc.
• Shop for Project Office welfare facilities.

Archiving

• Properly store final and approved documents for future reference and handover.

Qualifications & Experience

• Experience in managing project documents and logs for ID projects.
• Experience in organizing and handling high volume of technical documents.

Skills & Competencies

• Detail-oriented.
• Very good in English, both writing and speaking.