Document Controller

Overview

Egis is a global organization specializing in architecture, consulting, construction engineering, and mobility services, operating in 100 countries with 19,500 employees. The company focuses on sustainable infrastructure and development, particularly across the Middle East where it employs 3,500 people and has completed over 700 complex projects. Ranked among the top engineering firms in the region, Egis is dedicated to sustainable progress and trusted by governments and developers.

Role Description

This position is for a meticulous and organized Document Controller based in Dubai, UAE. The role entails overseeing comprehensive document management across projects, ensuring all documentation is systematically controlled, well maintained, and easily accessible. Collaboration with cross-functional teams to create, implement, and uphold best practices and adherence to industry standards is central to this role.

Key Responsibilities

• Develop and uphold robust document control systems applicable to all project documentation, ensuring standardization and adherence.
• Log, receive, distribute, and monitor all incoming and outgoing documents efficiently.
• Maintain systematic filing, indexing, and archiving to facilitate quick retrieval.
• Keep document registers, databases, and archives updated with accuracy.
• Oversee document management procedures and workflows, identifying opportunities for process improvements.
• Coordinate version control and revisions with project teams to maintain accuracy and prevent errors.
• Perform routine audits to ensure compliance with document control standards and recommend enhancements.
• Prepare and distribute reports, presentations, and other project materials to stakeholders.
• Guide and support staff regarding document control processes and promote compliance.
• Help implement and manage electronic document management systems customized to organizational requirements.
• Assess document workflows and propose solutions to enhance operational efficiency.
• Stay informed of relevant industry regulations and compliance standards related to document management.

Required Qualifications

• Bachelor’s degree in Business Administration, Information Management, Records Management, or related discipline.
• At least 10 years of experience in document control or records management roles within construction, engineering, manufacturing, or similar sectors.
• Advanced knowledge of electronic document management systems, such as Aconex.
• Expert level Microsoft Office skills including Word, Excel, and PowerPoint.
• Deep understanding of document control practices, industry standards, and international best practices.
• Experience managing databases, data entry, filing, archiving, and retrieval systems with high precision.
• Excellent organizational skills, attention to detail, time management, communication, and analytical abilities.
• Capacity to work effectively in fast-paced environments, handle multiple priorities, and collaborate within teams and independently.
• Experience conducting audits and ensuring compliance with regulations.

Preferred Qualifications

• Certification in Records Management or Document Control (e.g., ARMA).
• Experience implementing and customizing document management systems.
• Proven ability to train and mentor colleagues.
• Knowledge of Arabic language and familiarity with UAE regulatory requirements.
• Experience with project management tools and methodologies.