Document Controller

About the Company

GENTEC, a subsidiary of Haji Abdullah Alireza & Co., is a top-tier EPC contractor and systems integrator focusing on telecommunications, broadcasting, and security projects. They also distribute products from leading manufacturers of fiber optic cables, critical power supplies, and high-tech communication devices.

Job Purpose

The primary role is to organize and maintain all project documents related to engineering, procurement, construction, testing, commissioning, and project handover. This involves ensuring that all teams have access to the most current and approved documents while keeping comprehensive records for project closure.

Key Responsibilities

• Set up and manage project document registers and systematic filing structures.
• Handle registration, distribution, and monitoring of incoming and outgoing technical and commercial documents.
• Oversee control of drawings, specifications, submittals, RFIs, transmittals, correspondence, and approvals.
• Maintain drawing revision logs and status registers, ensuring outdated documents are withdrawn from circulation.
• Manage submission, review, feedback, and approval processes for technical submittals.
• Track RFIs, technical queries, and feedback from consultants or clients.
• Keep records of method statements, inspection test plans, material inspection reports, work inspection reports, non-conformance reports, and corrective actions.
• Prepare and issue transmittals as per project document control guidelines.
• Disseminate approved documents to engineering, procurement, QA/QC, HSE, and site teams.
• Maintain vendor and subcontractor document submissions along with technical correspondence.
• Monitor testing and commissioning documentation, including certificates, reports, and approvals.
• Maintain as-built drawings, operation and maintenance manuals, warranties, test certificates, and final handover registers.
• Generate document status reports highlighting overdue submissions and approvals.
• Assist with project closeout activities, ensuring complete, traceable, and well-archived documentation.
• Ensure document numbering, revisions, metadata, naming, and filing meet project standards.
• Maintain confidentiality with strict access control and traceability for all project records.

Profile Requirements

• Diploma holder in relevant fields, with a preference for a Bachelor’s degree.
• At least five years of experience working on major construction or infrastructure projects, ideally in ELV or ICT sectors.
• Extensive knowledge managing technical submittals, drawings, RFIs, transmittals, inspection reports (MIR/WIR), non-conformance reports, document registers, revisions, and handover documentation.
• Familiarity with document management systems like Aconex or EDMS is preferred.
• Experience with large-scale projects such as campuses, universities, utilities, infrastructure, healthcare facilities, airports, government buildings, or other multi-building projects is highly valued.