Document Controller

Role Overview

Document Controller at Al Shirawi Group. The role manages all project documentation, controls engineering drawings and technical submissions, coordinates document workflows across project teams, and ensures compliance with quality and contractual requirements.

Role Purpose

To establish and maintain a comprehensive document control system that ensures only approved, current revisions are issued for construction use; tracks all technical submissions and approvals; coordinates document workflows across project stakeholders; and safeguards project records in compliance with contractual, legal, and company retention standards.

Key Responsibilities

Document Control

• Receive, register, classify, and distribute all incoming and outgoing project documents.
• Maintain the project document control system and ensure document numbering complies with project procedures.
• Ensure only the latest approved revisions are issued for construction and project use.
• Archive superseded documents while maintaining a complete document history.

Engineering and Construction Documentation

• Control engineering drawings, specifications, method statements, material submittals, shop drawings, RFIs, technical submittals, and approvals.
• Track the review and approval status of all technical documents.
• Maintain current drawing registers and revision logs.
• Ensure construction teams receive approved documents in a timely manner.

Project Coordination

• Coordinate with project managers, engineers, consultants, subcontractors, and clients regarding document submissions and approvals.
• Monitor document turnaround times and follow up on overdue reviews.
• Support project meetings by preparing document status reports and action trackers.

Records Management

• Maintain organized electronic and hard-copy filing systems.
• Protect confidential information and control access to sensitive project documents.
• Ensure project records comply with contractual, legal, and company retention requirements.
• Prepare document packages for project handover and close-out.

Reporting

• Generate document control reports, including document registers, transmittal logs, drawing status reports, and submission trackers.
• Produce weekly and monthly reports on document progress and outstanding actions.
• Monitor document performance against project schedules.

Quality Compliance

• Ensure document control activities comply with the project's Quality Management System.
• Participate in internal and external audits related to document management.
• Support compliance with company procedures and applicable ISO standards.

Qualifications & Experience

• Diploma or Bachelor's degree in Business Administration, Engineering, Information Management, or a related field.
• 3–8 years of experience as a Document Controller in civil construction or infrastructure projects.
• Familiarity with engineering drawings and construction documentation processes.
• Document Control certification is an advantage.

Skills & Competencies

• Strong document management and organizational skills.
• High attention to detail and accuracy.
• Excellent communication and coordination skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Experience with document management platforms such as Aconex, Procore, Autodesk Construction Cloud, SharePoint, or similar systems.
• Ability to manage multiple priorities and meet project deadlines.
• Knowledge of construction terminology and document workflows.

Additional Information

Office-based with regular interaction with site personnel. May be required to visit the construction site to coordinate document distribution and record management. Occasional extended working hours to support project milestones and document submissions.