Site Document Controller

About Group AMANA

Group AMANA is a regional frontrunner in the industrial construction sector with over three decades of experience specializing in design and build turnkey solutions for fast-track projects. The company embraces innovative and intelligent construction methods and prioritizes continuous learning and development for its workforce. It values inclusivity and equal opportunities for all qualified applicants.

Role Summary

The Site Document Controller will systematically manage, maintain, and oversee project documentation throughout the project lifecycle. This role ensures all technical, contractual, commercial, quality, and project records are accurately registered, securely stored, and easily accessible to stakeholders at appropriate times.

Key Responsibilities

• Control and maintain all project-related documentation, including contracts, drawings, submittals, invoices, schedules, logs, correspondence, and reports.
• Safeguard documents ensuring proper identification, protection from damage, unauthorized access, and efficient retrieval.
• Review and apply project-specific document control procedures, contractual obligations, and specifications.
• Support Project Managers in establishing distribution matrices, filing systems, and document management protocols.
• Collaborate with cross-functional teams including Project Management, Engineering, QA/QC, HSE, Commercial, Procurement, and site personnel to facilitate timely document submission, review, and distribution.
• Administer project documents in electronic management systems such as Autodesk Construction Cloud (ACC), Aconex, SharePoint, Dropbox, or other authorized platforms.
• Enforce consistent application of metadata, naming conventions, numbering schemes, revision control, and workflows adhering to company standards.
• Keep document registers, drawing and submittal logs, correspondence trackers, and records of documents received and sent up to date.
• Prepare and manage document transmittals for clients, consultants, subcontractors, and suppliers.
• Ensure only current approved document versions are in use, and obsolete versions are archived to prevent misuse.
• Monitor document approval cycles, follow up on pending reviews, and report potential delays affecting project timelines.
• Track project deliverables including RFIs, shop drawings, submittals, approvals, method statements, inspections, quality records, NCRs, and reports.
• Assist QA/QC teams with compiling and managing project quality documentation.
• Maintain compliance with Company Quality Management System, project protocols, contractual, and client requirements during all document control activities.
• Generate regular document control reports highlighting status, overdue submissions, review comments, and key performance indicators.
• Support audit processes by providing detailed and reliable project documentation.
• Maintain ongoing communication with clients, consultants, and internal and external stakeholders regarding document workflows and close-out requirements.
• Retain comprehensive project records through defect liability, warranty periods, and contractual retention timelines.
• Manage final project close-out documentation including test reports, operation manuals, warranties, as-built drawings, authority approvals, and handover packages.
• Ensure availability of electronic and physical documents for final handover, archiving, audits, claims, and future reference.
• Adhere to confidentiality, information security, data protection, and document retention policies throughout all tasks.

Qualifications and Skills

• Bachelor's degree in Business Administration, Information Management, or related field.
• At least 5 years of document control experience within building, industrial, infrastructure, or data center projects.
• Mandatory hands-on experience with Autodesk Construction Cloud (ACC), Aconex, SharePoint, and Dropbox platforms.
• Preferably experienced with industrial projects, commercial facilities, data centers, or high-speed construction projects.
• Solid knowledge of construction documentation processes including engineering drawings, technical submittals, RFIs, method statements, inspections, and project close-out paperwork.
• Proficiency in Microsoft Office suite.
• Strong organizational skills and effective time management.
• Exceptional attention to detail and dedication to maintaining complete and accurate records.
• Good command of written and spoken English; Arabic proficiency is beneficial.

Organizational Culture

• AMANA values a workforce that drives growth through teamwork, reliability, clear communication, informed decision-making, accountability, integrity, human focus, and adaptability.