Asst. Document Controller

Job Summary

We are looking for an Assistant Document Controller to support the project team in managing, maintaining, tracking, and controlling project documentation for a large-scale EPC Roads & Infrastructure Project in the Gulf region.

The role will involve maintaining accurate document records, coordinating document submissions and transmittals, monitoring revisions, and ensuring that project documents are properly distributed and accessible to relevant stakeholders in accordance with project and client requirements.

Key Responsibilities

• Assist in managing and maintaining project documentation throughout the project lifecycle.
• Receive, register, classify, distribute, and archive project documents in accordance with established Document Control procedures.
• Maintain Document Registers, Drawing Registers, Transmittal Registers, and Correspondence Registers.
• Support the preparation and issuance of document transmittals to clients, consultants, subcontractors, and internal project teams.
• Ensure documents are issued using the correct document numbering, revision, status, and metadata.
• Track document submissions, reviews, approvals, comments, and resubmissions.
• Maintain proper control of drawings, specifications, method statements, ITPs, material submittals, RFIs, technical documents, reports, and correspondence.
• Ensure that superseded/revised documents are properly identified and controlled to prevent unintended use.
• Coordinate with Engineering, Construction, QA/QC, Planning, Commercial, HSE, Procurement, and other project departments for document-related requirements.
• Assist in maintaining electronic and physical document filing systems.
• Upload and retrieve documents through EDMS / DMS / project collaboration platforms as required.
• Monitor pending and overdue document submissions and follow up with concerned stakeholders.
• Support preparation of document control reports and status trackers for project management.
• Ensure project documentation complies with client, consultant, contractual, and company document-control procedures.
• Assist in maintaining records for project handover and close-out documentation, including as-built drawings and final documentation.
• Maintain confidentiality and ensure proper access control for project documents.

Key Documents Handled

• Engineering Drawings & Shop Drawings
• IFC / Issued-for-Construction Drawings
• As-Built Drawings
• Technical Submittals
• Material Submittals
• Method Statements
• Inspection & Test Plans (ITPs)
• RFIs / Technical Queries
• NCRs and Quality Documentation
• Work Inspection Requests (WIRs)
• Daily / Weekly / Monthly Reports
• Correspondence and Letters
• Transmittals
• Design & Engineering Documents
• HSE Documentation
• Project Handover / Close-out Documents

Roads & Infrastructure Project Exposure

Experience or understanding of documentation related to road and infrastructure works such as:

• Road construction and pavement works
• Earthworks and excavation
• Drainage and stormwater networks
• Wet utilities
• Electrical utilities and street lighting
• Traffic management systems
• Bridges, culverts, and structures
• Kerbs, footpaths, and road furniture
• ITS / traffic systems
• Landscaping and associated infrastructure works

Technical Skills

• Good knowledge of Document Control procedures and workflows.
• Proficiency in MS Office, particularly Excel and Word.
• Experience with EDMS / DMS / document management systems.
• Good understanding of document numbering, revision control, transmittals, and document registers.
• Ability to maintain accurate trackers and follow up on document status.
• Knowledge of AutoCAD for basic drawing/document identification would be an advantage.

Preferred Gulf Experience

Candidates with experience in UAE, Saudi Arabia, Qatar, Oman, Kuwait, or Bahrain infrastructure/roads projects will be preferred.

Exposure to Gulf client/consultant document-control requirements and major infrastructure projects will be an added advantage.