Document Coordinator

Position Summary

CSI Global's subsidiary ATS is recruiting a Document Coordinator based in Makkah, Saudi Arabia. This full-time role focuses on supporting project teams by managing, tracking, and controlling project documentation to ensure proper handling and maintenance following organizational and project protocols.

Core Responsibilities

• Manage the receipt, logging, distribution, and filing of project documentation.
• Keep accurate records including document registers, transmittals, logs, and status tracking.
• Ensure all documents are correctly coded, numbered, dated, and controlled by version.
• Coordinate the submission and timely dissemination of documents to relevant project stakeholders.
• Monitor document lifecycle, including revisions, approvals, feedback, and necessary follow-ups.
• Organize both digital and paper-based project files systematically.
• Collaborate closely with Project Managers, Engineers, Consultants, and Contractors on document requirements and submissions.
• Generate and distribute transmittals, correspondences, submittals, and maintain distribution records.
• Chase pending document approvals, feedback, and overdue submissions.
• Archive outdated documents properly to avoid use of obsolete information.
• Maintain strict adherence to document control procedures and ensure project correspondence and records are preserved accordingly.
• Provide document retrieval support and status reports to the project team.
• Assist in compiling periodic document-control reports for management review.
• Maintain confidentiality, accuracy, and integrity of all project information.
• Carry out additional administrative and document-control tasks as directed by management.

Required Qualifications and Experience

• Diploma or Bachelor's degree in Business Administration, Information Management, Engineering, or related field.
• 2 to 4 years proven experience in document control, coordination, or project administration.
• Preferably experienced in MEP, construction, engineering, testing & commissioning, or contracting projects.
• Good understanding of document control processes and project documentation requirements.
• Proficiency in Microsoft Office applications, especially Excel and Word.
• Familiarity with document management systems such as EDMS, SharePoint, Aconex, Procore, or equivalents is beneficial.
• Strong written and spoken English communication abilities.
• Excellent organizational aptitude and time-management skills.
• High levels of accuracy and attention to detail.
• Capability to perform under pressure and meet strict deadlines.

Preferred Skills

• Understanding of MEP and construction project documentation.
• Experience handling technical drawings, specifications, method statements, RFIs, submittals, and inspection requests.
• Ability to manage multiple document workflows simultaneously.
• Strong coordination and follow-up capabilities.
• Self-motivated with the ability to work independently or collaboratively within a team.
• Knowledge of document numbering schemes, revision control, and distribution processes.

Core Competencies and Attributes

• Expertise in document management and control.
• Exceptional attention to detail.
• Efficient organizational and coordination skills.
• Effective communication skills.
• Solid time management practices.
• Persistent follow-up and reporting capabilities.
• Proficiency with Microsoft Office Suite, especially Excel.
• Strong teamwork and collaborative spirit.
• Problem-solving aptitude.
• Maintain confidentiality and professionalism at all times.

Additional Information

Candidates with prior track record in MEP, construction, testing & commissioning, or engineering projects are especially encouraged to apply.