Document Controller

Role Overview

Document Controller at Al Tayer Group, Dubai, UAE. The role provides document and data maintenance support to the Projects team and manages all administrative responsibilities as functionally required.

Role Purpose

To maintain comprehensive documentation systems, coordinate procurement processes, track project progress and financial status, and ensure efficient storage, retrieval, and distribution of all project-related information and records.

Key Responsibilities

Documentation & Records Management

• Manage documentation systems for efficient and orderly storage and retrieval of drawings, documents, and other project information.
• Maintain and update all necessary records, files, and databases.

Project Tracking & Reporting

• Collate data and maintain Site Status Reports with all necessary updates on ongoing projects in Microsoft Excel and MS Projects.
• Update Financial Status Reports to track actual expenses versus budgets and report variations at every stage of projects.
• Distribute relevant reports to different divisions including Design and Contractor and update them with project progress and status.

Procurement & Supplier Coordination

• Receive tender documents and material specifications from Project Managers and examine requirements.
• Coordinate with clients and consultants on clarifications regarding specifications and tender requirements.
• Prepare detailed comparisons of item quality and prices quoted by suppliers.
• Obtain approval from Project Managers and raise purchase orders with the most cost-effective and viable suppliers.
• Assist with preparation of LPOs and follow up with suppliers for timely delivery of goods as per terms and conditions indicated on purchase orders.

Qualifications & Experience

• Graduate in any discipline.
• Two to three years of relevant experience.

Skills & Competencies

• Proficiency in Microsoft Excel.
• Proficiency in MS Projects.
• Document management and filing systems.
• Data collation and analysis.
• Procurement coordination.
• Supplier communication and management.