Site Document Controller

Role Overview

Site Document Controller at Group AMANA, based in Jeddah. The role manages, controls, and maintains project documentation throughout the entire project lifecycle for design and build industrial, commercial, and data center projects.

Company Overview

Group AMANA is a regional leader in intelligent construction solutions with over three decades of specialization in industrial construction. The company is known as the region's trusted design and build firm, providing turnkey solutions for fast-track projects. AMANA is a human-centric organization committed to learning and development, fostering an inclusive environment, and welcoming applications from all qualified candidates.

Role Purpose

Ensure that all technical, contractual, quality, commercial, and project records are accurately registered, securely maintained, easily retrievable, and distributed to relevant stakeholders in a timely manner. Support the successful delivery and close-out of projects through close coordination with Project Management, Engineering, QA/QC, HSE, Commercial, and site teams.

Key Responsibilities

Documentation Management and Control

• Maintain and control all project documentation, including contract documents, drawings, technical submittals, quality records, invoices, schedules, material logs, correspondence, and reports.
• Ensure project documents are accurately identified, securely stored, easily retrievable, and protected against loss, damage, unauthorized access, or misuse.
• Review project document control requirements, contractual requirements, specifications, and procedures relevant to document management activities.
• Assist the Project Manager in establishing and maintaining the project document distribution matrix, filing structure, and document control procedures.
• Ensure document metadata, naming conventions, document numbering systems, revision controls, and workflows are applied in accordance with project and company requirements.
• Manage and maintain project documentation within approved Electronic Document Management Systems (EDMS) such as Autodesk Construction Cloud (ACC), Aconex, SharePoint, Dropbox, or other company-approved platforms.

Document Tracking and Distribution

• Maintain and regularly update document registers, drawing logs, submittal logs, correspondence trackers, and records of incoming and outgoing documents.
• Prepare, issue, and track document transmittals to clients, consultants, subcontractors, suppliers, and other relevant stakeholders.
• Distribute documents to authorized personnel in accordance with approved distribution matrices, project procedures, and information security requirements.
• Control document revisions and ensure that only the latest approved versions of documents are available and used by the project team.
• Identify, record, archive, and maintain obsolete or superseded documents to prevent unintended use.

Coordination and Workflow Management

• Coordinate with Project Management, Engineering, QA/QC, HSE, Commercial, Procurement, and site teams to ensure timely document submission, review, approval, distribution, and close-out.
• Monitor document review and approval workflows, follow up on outstanding submissions, and highlight delays that may impact project schedules or deliverables.
• Coordinate effectively with clients, consultants, subcontractors, vendors, and internal stakeholders regarding document submissions, reviews, approvals, and close-out requirements.

Deliverables and Quality Management

• Manage and track project deliverables, including RFIs, shop drawings, technical submittals, material approvals, method statements, inspection requests, quality records, NCRs, reports, and other project documentation.
• Support the preparation, submission, tracking, and maintenance of project quality documentation in coordination with the QA/QC team.

Compliance and Reporting

• Ensure all document control activities are performed in compliance with the Company Quality Management System (QMS), project procedures, contractual requirements, and client requirements.
• Prepare and maintain periodic document control reports, including document status reports, overdue submittal reports, outstanding review comments, and project KPI reports.
• Support internal and external audits by providing accurate, complete, and traceable project records and documentation.
• Maintain confidentiality of project information and ensure compliance with company information security, data protection, and document retention requirements.

Project Close-Out and Records Management

• Maintain complete project records throughout the project lifecycle, including defect liability, warranty, and contractual retention periods, in accordance with contractual, company, and legal requirements.
• Compile, manage, and control project close-out documentation, including test reports, operation and maintenance manuals, warranties, as-built drawings, authority approvals, handover packages, and final records.
• Ensure complete electronic and hard-copy documentation is available for project handover, final archiving, audits, claims management, and future reference.

Qualifications & Experience

• Bachelor's degree in Business Administration, Information Management, or a related field.
• Minimum 5 years of relevant document control experience in building, industrial, infrastructure, or data center projects.
• Prior knowledge of Autodesk Construction Cloud (ACC), Aconex, SharePoint, or Dropbox is mandatory.
• Previous experience supporting industrial projects, commercial facilities, data centers, or other fast-track construction projects is strongly preferred.
• Strong understanding of construction documents, engineering drawings, technical submittals, material approvals, RFIs, method statements, inspection records, and project close-out documentation.

Skills & Competencies

• Proficiency in Microsoft Office applications.
• Strong organizational and time management skills.
• Excellent attention to detail and commitment to maintaining accurate and complete project records.
• Good written and verbal communication skills in English.
• Arabic language skills are an advantage.
• Team player mindset with reliability and accountability.
• Clear communication and integrity.
• Human-driven and adaptable approach to dynamic work environments.