Senior Document Controller

About Mohammad Al Habib Real Estate Co.

Mohammad Al-Habib Real Estate Investment Company, established in 1972, is a family-owned business with deep-rooted legacy and values. The company's expertise encompasses real estate investments, development planning, land scouting for urban projects, overseeing construction activities with contractors, and designing both commercial and residential communities that enhance their environs.

Joining Al Habib Company means embracing an environment that offers flexibility to work at your own pace. Earnings are performance-based with no upper limits, rewarding goal-driven, persistent, self-starting, ambitious, and people-centric individuals. Employees enjoy not only potential high income but also community prestige, autonomy, work-life balance, intellectual challenges, and fulfillment from achievements.

Role Overview

The Senior Document Controller is responsible for managing the document control system of projects, ensuring accurate registration, strict version control, timely distribution, and proper archival of all project documentation including drawings, submittals, transmittals, correspondence, and records. The role also involves proactive follow-up on outstanding materials, preparation of clear progress reports, and ensuring deadlines for approvals and deliverables are met to prevent any disruption in project progression.

Key Responsibilities

• Initiate, implement, and uphold the Document Management System along with the project's document control policies.
• Register, circulate, monitor, and archive all incoming and outgoing project documents such as drawings, shop drawings, specifications, RFIs, submittals, MIRs, IRs, NCRs, method statements, and contractual correspondence.
• Maintain comprehensive document registers, transmittal logs, and revision histories, ensuring circulation of only approved current versions.
• Conduct daily tracking of all pending submittals, RFIs, and approvals with clients, consultants, subcontractors, and internal teams; escalate overdue tasks with clear accountability and timelines.
• Generate and distribute weekly and monthly progress reports reflecting submittal statuses, aging, approval rates, delays, and backlogs, monitoring these metrics against targets to encourage timely completion.
• Develop and maintain Excel-based trackers, dashboards, and KPIs providing real-time insights for management on documentation progress.
• Consistently drive timely resolution of pending items and highlight risks to project timelines along with proposed mitigation strategies.
• Enforce standardized naming, numbering, and coding protocols across all disciplines.
• Collaborate closely with the Technical, BIM, Planning, Quantity Surveying, and Site teams to maintain a consistent and complete flow of documentation.
• Oversee controlled distribution of drawings and documents on site while ensuring retrieval of outdated versions.
• Lead, mentor, and offer guidance to junior document controllers and administrative personnel.
• Prepare and compile as-built documents, operation and maintenance manuals, and handover bundles.
• Perform periodic audits of the document control system and facilitate internal and external quality assurance audits.
• Safeguard confidentiality, security, and back-up processes for project records conforming to company and client standards.

Qualifications and Experience

• A Bachelor’s degree in Engineering, Business Administration, Information Management, or related discipline. Candidates with diplomas and significant relevant experience may be considered.
• Certifications in document control, records management, or project controls are preferred.
• Minimum of 10 years of document control experience with at least 5 years in a senior capacity handling large-scale construction projects.
• Demonstrated success in progress tracking and proactive follow-up on major projects such as high-rise buildings or mega projects, preferably within Saudi Arabia or the GCC region.
• Hands-on experience overseeing the entire project lifecycle from design phase through construction to final handover.

Technical Proficiencies

• Advanced mastery of Microsoft Excel including pivot tables, lookup and nested formulas, Power Query, data validation, conditional formatting, dashboards, and graphical reports. Experience with Macros/VBA is an advantage.
• Fluency with MS Office suite (Word, Outlook, PowerPoint) and SharePoint platform.