Document Controller - MEP

About the Company

Al Rostamani Group, established in 1957, is a diversified conglomerate with a significant presence in various sectors including General Trading, Automobiles, Travel, Financial Services, Property Management, Construction, and IT Services. The group employs approximately 2000 individuals from 41 nationalities, fostering a multicultural environment. Emirates Electrical Engineering, a specialized business platform within the group, offers comprehensive turnkey solutions for solar rooftops and electrical power projects such as High Voltage Substations, Cable Networks, and Transmission Lines in the UAE.

Job Purpose

The Document Controller is responsible for the meticulous management and control of all project-related documentation within construction projects. This role ensures that all documents, including drawings, contracts, RFIs, and submittals, are accurately filed, tracked, and readily accessible to authorized personnel. A key function involves facilitating the smooth flow of project documentation and maintaining version control. Proficiency in Aconex, a document management software, is essential for streamlining document distribution, approvals, and tracking.

Job Responsibilities

• Oversee the organization and management of all project documentation, such as drawings, technical submittals, contracts, reports, RFIs, and correspondence, ensuring easy retrieval and proper filing.
• Utilize Aconex for the correct storage and distribution of all documents, adhering strictly to company document control procedures.
• Implement and maintain version control for all documents, ensuring the availability of the latest versions and appropriate archiving of previous ones.
• Monitor and regulate the circulation of documents among the project team, consultants, contractors, and other stakeholders, ensuring timely and accurate distribution.
• Provide prompt support to the project team in retrieving necessary documents to ensure seamless project execution.
• Manage Aconex extensively for uploading, organizing, and tracking project documents, ensuring accurate registration and categorization.
• Ensure all documents received or sent via Aconex are correctly filed, tracked, and distributed to the relevant team members.
• Coordinate document submissions, reviews, and approvals within Aconex, ensuring adherence to project requirements and timelines.
• Offer training and support to team members on the effective use of Aconex for document submission, review, and approval processes.
• Maintain comprehensive document logs within Aconex, tracking the status of each document (e.g., pending, under review, approved).
• Maintain and update a central document management system for easy categorization and searchability.
• Ensure timely sharing of all documents with relevant parties, following established document control procedures and protocols.
• Uphold compliance with project document control procedures, industry standards, and company policies.
• Issue controlled copies of documents to stakeholders, ensuring only the most current versions are in circulation.
• Track all document revisions and ensure changes are accurately reflected in Aconex and communicated to all relevant personnel.
• Verify that all documentation meets relevant standards and regulations, ensuring completeness, accuracy, and up-to-dateness.
• Conduct regular checks and audits of project documentation to ensure adherence to quality control and document control procedures.
• Coordinate the review and approval process for all documents, ensuring correct approvals are obtained and recorded in Aconex.
• Serve as the primary point of contact for all document-related inquiries from project teams, subcontractors, clients, and consultants.
• Collaborate with project teams to ensure timely submission, tracking, and review of documents.
• Assist in coordinating meetings, preparing minutes, and distributing action items and related documentation to stakeholders.
• Generate regular reports on the status of project documentation, highlighting pending items and potential delays.
• Maintain a comprehensive record of all project documentation for audit and future reference purposes.

Additional Information

At Al Rostamani Group, we value talented individuals who are driven to achieve excellence. We assess not only your skills and experience but also your passion for the role, your eagerness to learn, and your alignment with our core values of care, commitment, and vision. If this opportunity aligns with your career aspirations, we encourage you to apply.