Document Controller (Aconex)

Role Overview

The Document Controller will oversee the orderly handling of project records, helping ensure that information is stored accurately, shared efficiently, and kept compliant across both pre-contract and post-contract stages. The position supports communication between teams and safeguards the integrity of project documentation throughout its lifecycle.

Key Responsibilities

• Set up and maintain a structured document control process for project files such as drawings, tender papers, contracts, permits, and correspondence, covering both digital and paper-based records.
• Sort, label, index, and store documents in a way that makes them easy to locate and reference whenever needed.
• Handle document versions carefully, making sure the newest revisions are distributed, revision histories are tracked, and inconsistencies are resolved with the relevant project teams.
• Coordinate with internal and external stakeholders to collect required information, keep documents aligned with the wider process, and monitor submission deadlines.
• Act as the main contact for questions and requests related to documents, while keeping architects, engineers, contractors, clients, and project managers informed about status updates and key information.
• Support the drafting, formatting, editing, and template preparation of documents so they meet company standards and stated requirements.
• Follow each document through creation, review, approval, distribution, and retrieval, ensuring it can be accessed quickly by internal teams, auditors, or regulatory bodies when required.
• Check that documentation remains aligned with laws, industry rules, and internal policies, and help prepare records for audits, inspections, and other compliance-related activities.
• Protect document confidentiality and data security by following applicable standards and identifying risks such as information loss, breaches, or non-compliance.
• Train and assist staff in document procedures, software usage, and best practices to improve consistency and efficiency across the team.

Requirements

• A bachelor’s degree in any discipline is required.
• Between 3 and 5 years of experience in document management using Aconex is expected.
• Strong knowledge of Aconex workflows and document control practices is necessary.
• Experience within a developer environment is preferred.

Additional Information

This role involves maintaining both electronic and physical repositories, ensuring accurate numbering and classification, tracking movements and revisions, and supporting compliance with regulatory, organizational, confidentiality, and data protection requirements. The role also includes assisting with audits, inspections, and training initiatives related to document control.

Location

Dubai, United Arab Emirates