Document Controller

Egis is an international player active in architecture, consulting, construction engineering and mobility services. We create and operate intelligent infrastructures and buildings that respond to the climate emergency and contribute to more balanced, sustainable and resilient territorial development. Operating in 70 countries, Egis puts the expertise of its 23,500 employees at the service of its clients and develops cutting-edge innovations accessible to all projects. Through its wide range of activities, Egis is a key player in the collective organisation of society and the living environment of citizens all over the world.

With 3,500 employees across 8 countries in the Middle East, Egis has delivered over 700 complex development projects, stimulating economic growth and enhancing quality of life. Ranked among the top ten firms in the Middle East by Engineering News Record (ENR), Egis is committed to sustainable development. The Group’s operations in the Middle East are built on strategic acquisitions and a deep understanding of local market conditions. Egis has long history of providing comprehensive engineering, consulting, and project management services makes it a trusted partner for regional governments, investors, and developers.

Omrania is seeking an experienced Document Controller to manage, control, and coordinate project documentation across all engineering disciplines, including architecture, structural, civil, mechanical, electrical, infrastructure, landscape, and specialist consultant submissions.

The role requires strong experience in engineering consultancy document control workflows and hands-on experience using Aconex for document management, transmittals, workflows, review cycles, correspondence, and project records. The Document Controller will ensure that all project documentation is properly received, checked, registered, distributed, tracked, archived, and retrieved in line with project procedures and client requirements.

Key Responsibilities

• Manage and control all incoming and outgoing project documents, drawings, reports, specifications, calculations, RFIs, submittals, correspondence, and transmittals across all engineering disciplines.
• Operate and maintain project documentation through Aconex, including document registration, numbering, uploading, distribution, workflow management, status tracking, and archiving.
• Cordinate document submissions and review cycles between internal engineering teams, clients, subconsultants, contractors, and other project stakeholders.
• Ensure all documents comply with Omrania’s document control procedures, project-specific protocols, naming conventions, revision control requirements, and client standards.
• Maintain accurate document registers, drawing lists, correspondence logs, submission trackers, RFI logs, review status reports, and other project control records.
• Monitor document workflows and follow up with discipline teams to ensure timely reviews, responses, approvals, and resubmissions.
• Check submitted documents for completeness, correct metadata, revision numbers, discipline codes, document titles, file formats, and required attachments before distribution.
• Support engineering teams in retrieving latest approved drawings, specifications, reports, and correspondence.
• Prevent the use of superseded or uncontrolled documents by ensuring only the latest approved revisions are available and clearly identified.
• Prepare document control reports for project management, including pending reviews, overdue actions, submission status, and document progress summaries.
• Coordinate with all engineering disciplines to ensure proper filing, traceability, and audit readiness of project records.
• Support project close-out documentation, including final submissions, as-built records, handover files, authority documents, and archive packages.
• Maintain confidentiality and integrity of all project information and documentation.

• Diploma or bachelor’s degree in business administration, engineering, project management, information management, or a related field.
• Minimum [5 - 7] years of experience in document control within an engineering consultancy, construction, or project management environment.
• Strong hands-on experience using Aconex is required.
• Experience working on multi-disciplinary engineering projects involving architecture, structural, civil, MEP, infrastructure, and landscape disciplines.
• Good understanding of engineering document workflows, revision control, transmittals, submissions, approvals, and project correspondence.

Skills

• Strong knowledge of document control procedures and engineering project documentation.
• Advanced ability to use Aconex for document management, workflows, transmittals, mail, and reporting.
• Good command of Microsoft Office, especially Excel, Word, and Outlook.
• High attention to detail and accuracy in document registration, numbering, revisions, and distribution.
• Ability to coordinate with multiple disciplines and follow up firmly without disrupting project workflow.
• Strong organizational and time management skills.
• Ability to work under pressure and manage large volumes of documentation.
• Good written and verbal communication skills in English.
• Understanding of consultancy project delivery stages, including concept, schematic design, detailed design, tender documentation, construction support, and close-out.

Preferred Experience

• Previous experience working in an architectural or engineering consultancy.
• Experience on large-scale mixed-use, cultural, hospitality, residential, infrastructure, or public-sector projects.
• Familiarity with Saudi / GCC project documentation standards and client submission procedures.
• Experience preparing project close-out documentation and final archive packages.

Key Competencies

• Accuracy and discipline
• Confidentiality
• Follow-up and accountability
• Coordination across teams
• Document traceability
• Workflow management
• Problem-solving
• Professional communication

Performance Expectations

• Maintain complete, accurate, and up-to-date project document records.
• Ensure timely distribution and tracking of documents through Aconex.
• Reduce errors related to document versions, missing information, incorrect submissions, or uncontrolled files.
• Support engineering teams by ensuring they always have access to the correct latest documentation.
• Provide reliable reporting to project leadership on document status, pending actions, and overdue workflows.