Document Controller - Saudi National

Job Description

The Document Controller is responsible for managing, organizing, controlling, and maintaining all project documentation to ensure accuracy, traceability, and compliance with company procedures, contractual requirements, and client standards. The role oversees the complete document lifecycle, including receipt, registration, distribution, revision control, retrieval, and archiving of technical and commercial documents. The Document Controller works closely with Project Management, Engineering, QA/QC, Procurement, Contracts, Consultants, Clients, and Subcontractors to ensure that current and approved documentation is available to all stakeholders in a timely and controlled manner.

Responsibilities

• Establish, implement, and maintain an effective document control system for project documentation in accordance with company procedures, client requirements, and contractual obligations.
• Manage the receipt, registration, distribution, tracking, revision control, retrieval, and archiving of all incoming and outgoing project documents.
• Maintain accurate records of drawings, specifications, technical submittals, material submittals, RFIs, method statements, contracts, correspondence, reports, and other project documentation.
• Ensure all documents comply with company document control procedures, project standards, contractual requirements, and document numbering protocols.
• Control document revisions and ensure that only the latest approved versions of drawings, specifications, procedures, and technical documents are distributed and used by project teams.
• Operate and maintain document management systems such as Aconex, EDMS, Primavera, SharePoint, or other approved electronic document control systems.
• Coordinate the timely distribution of documents to Project Management, Engineering, QA/QC, Procurement, Contracts, Consultants, Clients, Subcontractors, and other project stakeholders.
• Monitor document submission schedules and ensure all deliverables are submitted within contractual and project deadlines.
• Manage transmittals, submittals, RFI logs, document registers, drawing registers, approval workflows, and document tracking logs.
• Maintain comprehensive document registers and provide accurate records of document status, revisions, approvals, and outstanding submissions.
• Ensure confidentiality, security, and proper handling of sensitive project, contractual, and commercial documentation.
• Prepare regular document control reports, dashboards, pending approval reports, overdue submission reports, and document status updates for management review.
• Support internal and external audits by providing accurate documentation, document history, and controlled records as required.
• Coordinate with Project Managers, Engineers, QA/QC, Procurement, Commercial, Planning, and Contracts teams to ensure effective document management throughout the project lifecycle.
• Manage project close-out documentation, including final drawings, operation and maintenance manuals, as-built documentation, warranties, certificates, and project archiving.
• Identify opportunities to improve document control processes, filing systems, digital workflows, and document management efficiency.

Requirements

• Strong document management and organizational skills.
• Excellent knowledge of document control procedures, revision management, and records administration.
• High level of accuracy and attention to detail.
• Strong communication and coordination skills.
• Excellent organizational and time management capabilities with the ability to manage large volumes of documentation and meet demanding deadlines.
• Advanced proficiency in Microsoft Office applications and electronic document management systems.
• Ability to prioritize multiple tasks while maintaining document accuracy and compliance.
• Strong analytical and problem-solving abilities.
• Ability to work effectively under pressure in a fast-paced construction environment.
• High standards of integrity, confidentiality, professionalism, and ethical conduct.
• Work Environment
• Based at project sites and corporate offices as required.
• Close collaboration with Project Managers, Engineers, QA/QC, Procurement, Contracts, Planning, Consultants, Clients, and Subcontractors to ensure effective document management and project compliance.
• Fast-paced environment supporting large-scale construction and infrastructure projects across the Kingdom of Saudi Arabia, requiring efficient document control, proactive coordination, and strict adherence to company procedures and contractual documentation requirements.

Qualifications

• Bachelor's Degree in Business Administration, Information Management, Engineering, or a related discipline is preferred.
• Minimum 3–7 years of experience as a Document Controller within the construction, engineering, or infrastructure industry.
• Previous experience with main contractors on large-scale building, infrastructure, hospitality, or industrial construction projects is highly preferred.
• Strong knowledge of document control procedures, project documentation requirements, revision control, and electronic document management systems.
• Proficiency in document management software such as Aconex, EDMS, Primavera, SharePoint, or equivalent document control platforms.
• Advanced proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Knowledge of ISO management systems, quality documentation requirements, and project lifecycle documentation is considered an advantage.
• Experience managing technical, commercial, contractual, and quality documentation throughout the construction project lifecycle.