Document Controller - HVAC Projects

Overview

We are seeking a skilled Document Controller with 2 to 5 years of experience in HVAC or MEP projects to oversee the management and organization of project documentation. This full-time role in Abu Dhabi Emirate, UAE, involves maintaining, tracking, and controlling technical and project documents with strict adherence to company and project standards.

Primary Responsibilities

• Efficiently handle all HVAC project documents such as drawings, specifications, method statements, material submittals, RFIs, inspection requests, and reports.
• Maintain precise document registers ensuring proper numbering, revision management, and filing systems.
• Receive, review, log, distribute, and monitor project documents for timely processing.
• Liaise with engineers, project managers, consultants, contractors, and teams for document submissions and approvals.
• Track document statuses, follow up on pending approvals, and manage revisions promptly.
• Ensure accessible availability of the latest approved documents for project teams.
• Manage both digital and physical filing systems accurately.
• Prepare document transmittals and keep thorough submission records.
• Monitor revisions and remove outdated documents from active circulation.
• Support project reporting by preparing document and submission status reports.
• Maintain documentation compliant with project quality procedures and document control standards.
• Assist in compiling project handover and close-out documentation.

Qualifications and Experience

• Diploma or Bachelor's degree in Engineering, Business Administration, or related disciplines.
• 2 to 5 years’ work experience as a Document Controller, ideally within HVAC/MEP, construction, or facilities management projects.
• Solid understanding of HVAC/MEP technical documents and drawings.
• Proficient in Microsoft Excel, Word, and Outlook.
• Experience with document management platforms such as Aconex, Procore, SharePoint, or similar is advantageous.
• Knowledgeable in document numbering, revision control, transmittals, and document registers.
• Good organizational, communication, and coordination abilities.
• Exceptional attention to detail and capability to handle multiple documents and deadlines efficiently.

Preferred Expertise

• Prior work experience with HVAC contractors or MEP consultants.
• Familiarity with project document control processes.
• Exposure to technical submittals, material approvals, shop drawings, RFIs, MIRs, WIRs, and project handover procedures.
• Experience on UAE or GCC-based projects is a plus.

Core Competencies

• Comprehensive document management
• Strong attention to detail
• Effective coordination and proactive follow-up
• Time management skills
• Accurate record keeping
• Strong interpersonal and communication skills
• Proficiency in Microsoft Office applications
• Expertise in revision and document control

Additional Information

Employment is full-time onsite in Abu Dhabi. The initial contract tenure is 6 months, extendable. Monthly salary ranges between AED 4000 and 4500. Candidates must hold their own visa or freelance visa with NOC to apply.