Document Controller

Role Overview

Document Controller at Egis Group (Inhabit), Dubai, United Arab Emirates. The successful candidate will manage, control, and maintain all project documentation and ensure compliance with company standards and procedures.

Company Overview

Inhabit is a multi-disciplinary team of architects, designers, engineers, and detailers working independently and in partnership. The team is focused on design-led engineering, providing technical and comprehensive solutions that consider aesthetics, engineering, cost, procurement, and sustainability to create buildings sensitive and inspirational within their socio-cultural context.

Role Purpose

To establish and maintain comprehensive document control systems, manage project documentation workflows, ensure regulatory compliance, and support project teams through effective version control, filing, retrieval, and electronic document management.

Key Responsibilities

Document Management

• Establish and maintain a comprehensive document control system for all project-related documents.
• Receive, log, and distribute incoming and outgoing documents in a timely manner.
• Ensure all documents are properly filed, stored, and easily retrievable.
• Maintain and update document registers, databases, and archives.
• Collaborate with project teams to ensure proper document version control and revision management.

Procedures & Compliance

• Implement and monitor document control procedures and workflows.
• Conduct regular audits to ensure compliance with document control procedures.
• Ensure compliance with company standards, industry regulations, and standards.

Support & Training

• Assist in the preparation and distribution of reports, presentations, and other project-related materials.
• Train and support team members on document control processes and systems.
• Assist in the implementation and maintenance of electronic document management systems.

Health, Safety & Code of Conduct

• Correctly use and maintain Personal Protective Equipment provided.
• Take reasonable care for the safety of own health and safety and that of other people who may be affected by conduct in the workplace.
• Seek guidance for all new or modified work procedures and report hazardous conditions, near misses, and injuries immediately to Management.
• Participate in compliance training and other environment, health, and safety activities as required.
• Abide by the Inhabit Code of Conduct, the minimum standard of behaviour upheld by all employees.
• Perform other duties as reasonably assigned by the Employer.

Qualifications & Experience

• Bachelor's Degree in Business Administration, Information Management, or related field.
• 10 years of experience in document control or similar role, preferably in construction, engineering, or related industries.
• Strong knowledge of document control processes, best practices, and industry standards.
• Knowledge of relevant industry regulations and standards.

Skills & Competencies

• Proficiency in EDMS system (Aconex) document management systems and Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with database management and data entry.
• Familiarity with filing and archiving systems.
• Excellent organizational and time management skills with keen attention to detail.
• Ability to work efficiently in a fast-paced environment and manage multiple priorities.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Fluency in English; knowledge of Arabic is a plus.

Additional Information

• Travel to various work locations throughout the Middle East may be required.
• Duties as set out in this Position Description may from time to time be amended, varied, modified, or reassigned by the Employer in accordance with business needs.