Document Control Specialist

Role Overview

Document Control Specialist at Jensen Hughes, Riyadh office. This role manages assembly, processing, receipt and movement of workflows and project administration responsibilities for the Middle East, working across complex and diverse projects based in the Kingdom of Saudi Arabia.

Company Overview

Jensen Hughes is a worldwide leader in fire protection engineering since 1939, with expertise extending across security and risk-based fields including accessibility consulting, risk analysis, process safety, forensic investigations, security risk consulting, emergency management and digital innovation. The company has over 80 years of experience helping mitigate risks that threaten lives, property and reputations through technology, expertise and industry-leading research. Jensen Hughes values creating a culture of trust, integrity and professional growth, with Global Employee Networks supporting career development across the organization.

Role Purpose

This role serves as a focal point for project-related information handling, facilitating seamless communication among the project team, design team and regulatory bodies in line with individual project site and country requirements. The Document Control Specialist will support coordination, creation and maintenance of processes and tools that enable non-technical project delivery across a wide range of projects in the Kingdom.

Key Responsibilities

Documentation & Protocol Management

• Initiate and maintain accountability for project workflows while establishing, arranging and preserving both paper and electronic documents including contracts, reports, drawings and communication.
• Ensure compliance with standard templates and formats across all documentation.
• Maintain accurate and up-to-date documents and perform version management to prevent misunderstandings.

Project Management Support

• Prepare correspondence for the project and construction management team including flow-charts, draft letters and meeting minutes.
• Assist project managers and leaders in preparing efficient presentations ensuring documents in varied forms are accurate and available.
• Work with colleagues to simplify the document review and endorsement process while maintaining clear communication with the team.

Data Management & Reporting

• Collect statistical and general data, reviewing and consolidating information into existing reports for internal and external use.
• Develop new reports and revise current reports in collaboration with project managers.
• Precisely encode and update details in databases and document management systems.
• Ensure that compiled and serialized project-wise details are available for diverse projects and accessible to project managers at any given time.

Quality Assurance & Compliance

• Routinely check documents for accuracy and completion.
• Assure that all documents comply with company standards, industry regulations, site and legal requirements.
• Adhere to regulatory and compliance requirements across all project documentation.

Contract & Administrative Support

• Support the project team in coordinating legal review of contractual documents.
• Facilitate provision of insurance certificates and company registrations by coordinating with related teams across various sites and offices in diverse geographies.
• Confirm and provide document controls requirements to be included in all managed contracts.
• Prepare correspondence and reports, managing communication flow and relaying messages over various modes of communication including written and oral.

Collaborative Communication

• Collaborate with the design team to review templates and drawings to maintain consistency.
• Work with colleagues across the organization to ensure effective information sharing and document handling.

Qualifications & Experience

• Graduate from a relevant education background.
• Minimum of 5 years of relevant experience in project-related document control, document control principles and procedures.
• Projects-related document control experience in the Middle East is crucial.

Skills & Competencies

• Advanced user of MS Office applications including Word, Excel and Outlook.
• Proficient in Newforma Project Center and Document Management platforms such as Aconex and BIM 360.
• Proficient in Adobe applications or similar software.
• Strong organizational skills and attention to detail.
• Excellent communication skills in English, both written and verbal.
• Able to work well in a team and independently when necessary.
• Capable of multitasking, prioritizing and meeting deadlines.

Additional Information

• Work on exciting, challenging and at times groundbreaking designs and projects with market-leading clients while having the backing of a leading international firm.
• Receive continued support from the leadership team with a measured and flexible approach to day-to-day activities.
• Access to an established career development framework clearly defining expectations and outlining opportunities for progression.
• Jensen Hughes is an Equal Opportunity Employer.